| Sylvania City School District |
| Bylaws & Policies |
8320 - PERSONNEL FILES
It is necessary for the orderly operation of the School District to prepare a personal information system for the retention of appropriate papers bearing upon an employee's duties and responsibilities to the District and the District's responsibilities to the employee.
The Board of Education 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 District rules, and evidence of completed evaluations. Such records will be kept in compliance with the laws of the State of Ohio.
The Board delegates the maintenance of an employee personal information system to the Superintendent.
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 s/he may decline to supply the information.
A copy of each such entry shall be given to the employee upon request except for matters pertaining to pending litigation.
The employee shall have access to his/her file upon request.
Personnel records shall not be available to Board members but shall be available to school administrators in the performance of their job.
The personnel files shall be reviewed periodically and material no longer required shall be destroyed.
Personnel wishing to review their own records shall:
| A. | request access; | |
| 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; |
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 responsible administrator shall hear the appeal and make a determination within ninety (90) days of the appeal in accordance with law.
The Superintendent shall prepare administrative guidelines defining which personnel records are to be maintained.
R.C. 149.41, 149.43, 1347 et seq.