Upper Arlington City School District
Administrative Guidelines
 

8320 - PERSONNEL RECORDS

Certain information concerning District employees is confidential, to be reviewed on a need-to-know basis and only under conditions which guarantee protection of both management's right to access information and the employee's right to unnecessary invasion of privacy. Most information in the personnel files, however, is not confidential and is available for inspection in accordance with State law. The District shall, however, refrain from disclosing an employee's social security number when releasing personnel records.

INITIAL EMPLOYMENT

Upon employment, each employee is to submit for the:

 A.Personnel File
  1.a completed employment application form
  2.a copy of a current, valid license, if applicable
  3.transcripts, if applicable
 B.Payroll File
  1.W-4 forms
  2.completed forms for life and disability insurance without medical examination portion
  3.completed annuity forms
  4.payroll deduction authorization
  5.accumulated sick leave, if applicable
  6.I-9 forms
 C.Confidential File
  1.applications for health insurance
  2.criminal history record check

Professional staff members shall also be responsible upon employment, for providing a complete transcript of their education and records of all prior teaching experience.

All information concerning employees' health status, including mental or physical examinations and treatments are to be kept in a confidential file. Access is limited to the employee, the employee's supervisor, the Superintendent and other central office administrators who have a supervisory relationship to the employee, and others authorized by law. (see Form 8320 F1)

CONTENTS

During the period of employment the following data shall be maintained in personnel files:

 A.current correct name, address, and telephone number
 B.current data on education completed, including transcripts of all academic work
 C.an accurate record of work experience
 D.proof of fulfillment of requirements for change in salary classification
 E.current data pertaining to certificates required by the State
 F.proof of discharge from military service
 G.rate of compensation
 H.completed evaluations
 I.disciplinary incidents

Employees who wish to review their own personnel file shall make no alterations or additions to the record nor remove any material therefrom;

Employees who wish copies of material in their personnel file shall receive such copies free of charge.

Employees wishing to appeal material in their record shall make a request in writing to the Executive Director of Personnel Services and specify therein (see
Form 8320 F3):

 A.name and date;
 B.materials to be appealed;
 C.reason for appeal.

The Executive Director of Pupil Services shall hear the appeal and make a determination within ninety (90) days of the appeal in accordance with law. (see Form 8320 F4)

Revised 2/29/08