Board Policies

Members

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Agenda, Minutes. Committee Schedules

324, 424, 524.  PERSONNEL FILES

1.   Purpose

Orderly operation of the District requires maintaining a file for the retention of all records relative to an individual's duties and responsibilities as a District employee.

2.   Authority

The Board requires that sufficient records be maintained to ensure an employee's qualifications for the job held, compliance with federal and state requirements and local benefit programs, conformance with District policies and rules, and evidence of completed evaluations.

3.   Delegation of       Responsibility

The Board delegates the establishment and maintenance of official personnel records to the Superintendent or designee, who shall prepare guidelines defining the material to be incorporated into personnel files.

4.   Guidelines

A central file shall be maintained; supplemental records may be maintained only for ease in data gathering.

Only information that pertains to the professional role of the administrative employee and is submitted by duly authorized administrative personnel and the Board may be entered in the official personnel file.

Personnel records shall be available to the Board in extraordinary circumstances, only as required in the performance of its designated functions as a Board and as approved by a majority of the Board and in consultation with the Solicitor.

Current Employee Inspection of Personnel File

Personnel File shall be as defined in 43 P.S. §1321.

      43 P.S.
      Sec. 1321-1324

Current employees (but not applicants for employment) shall be permitted to inspect their own personnel file.  Absent reasonable cause for more frequent inspection, inspection shall be limited to once per calendar year by the employee and once per calendar year by the employee’s designated agent, if any.

Personnel who wish to review their own records shall:

1. Request access in writing.

1. Review the record in the presence of the administrator or designee responsible to maintain personnel records.

1. Make no alterations or additions to the record, nor remove any material.

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

Response Procedure

Personnel choosing to respond to material in their records shall make a written request to the administrator designated to maintain the records and shall specify:

1. Name and date.

1. Response.

The designated administrator shall add the response to the employee's personnel file and notify the administrator directly involved.