Oregon-Davis School Corporation
Bylaws & Policies
 

8320 - PERSONNEL FILES

It is necessary for the orderly operation of the School Corporation to prepare a personal information system for the retention of appropriate files bearing upon an employee's duties and responsibilities to the Corporation and the Corporation's responsibilities to the employee.

The School Board requires that sufficient records exist to ensure an employee's qualifications for the job held, compliance with Federal, State, and local benefit programs, conformance with Corporation rules, and evidence of completed evaluations. Such records will be kept in compliance with the laws of the State of Indiana.

A social security number contained in the records of the school corporation (student or employee) may not be disclosed or released by the school corporation unless the record is specifically required by a State or a Federal Statute or is ordered by a court under the rules of discovery.

The Board delegates the maintenance of an employee personal information system to the:

 

A.

Superintendent;

     
 

B.

Corporation Secretary.

A single central file shall be maintained, and subsidiary records shall be maintained for ease in data gathering only.

Only that information which pertains to the professional role of the employee and submitted by duly authorized school administrative personnel and the Board may be entered in the official record file. The employee shall be informed whether requested information is legally required or whether s/he may decline to supply the information.

The employee shall have access to his/her file upon request once each calendar year.

Personnel records shall be available to administrators in the performance of their responsibilities vis-a-vis an employee.

Only the public records portions of an employee's personnel file will be made available to a Board member except as specified in Bylaw 0143 - Board Member Authority.

Personnel wishing to review their own records shall:

 

A.

request access in writing;

     
 

B.

review the record in the presence of the administrator designated to maintain said records or designee;

     
 

C.

make no alterations or additions to the record nor remove any material therefrom;

     
 

D.

sign a log attached to the file indicating date and person reviewing.

Personnel wishing to appeal material in their record as to its accuracy, completeness, relevance, or timeliness shall make a request in writing to the administrator delegated to maintain the records and specify therein:

 

A.

name and date;

     
 

B.

material to be appealed;

     
 

C.

reason for appeal.

The Superintendent shall prepare administrative guidelines defining which personnel records are to be maintained.

I.C. 5-14-3, 5-14-3-4(a)(12)

© Neola 2007