West Clermont Local School District
Administrative Guidelines


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.


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

  4.completed "right to know" forms

 B.Payroll File

  1.W-4 forms

  2.retirement registration

  3.completed forms for life and disability insurance without medical examination portion

  4.completed annuity forms

  5.payroll deduction authorization

  6.accumulated sick leave, if applicable

  7.I-9 forms

 C.Confidential File

  1.applications for health insurance

  2.criminal history record check

  3.results of drug tests

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.


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.record of assignments

 G.proof of discharge from military service

 H.rate of compensation

 I.completed evaluations

 J.disciplinary incidents

 K.special awards or distinctions

 L.letters and other correspondence received concerning a staff member, providing the correspondence is relevant to his/her employment

Employees who wish to review their own personnel file shall:

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

 B.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 Superintendent and specify therein (see Form 8320 F3):

 A.name and date;

 B.materials to be appealed;

 C.reason for appeal.

The Superintendent shall hear the appeal and make a determination within ninety (90) days of the appeal in accordance with law. (See Form 8320 F4)

The Assistant Superintendent shall maintain a written record of any persons other than the employee who have had access to each employee's file.

Although most information in personnel files is a matter of public record, only verification of employment should be provided by telephone request. Any other information about an employee should be requested in writing or in person and addressed to the District Records Officer (DRO).

In accordance with State law, disciplinary action will be taken against any member of the staff who initiates or otherwise contributes to any disciplinary or other punitive action taken against any individual who brings to the attention of appropriate authorities, the press, or any member of the public, evidence of unauthorized use of information contained in the District's personal information system.

© Neola 2008