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A file of personnel records shall be maintained in the superin­tendent's office for each certificated employee of the Tannehill Public Schools.  A file shall be kept for all resigned or retired employees, including such essential information as shall seem appropriate to the administration as specified by state and federal laws.




Personnel information concerning district employees is generally confidential and may be reviewed only on a "need to know" basis under conditions which guarantee management's right of access to information necessary to make judg­ments and the protection of the employees of the district against unnecessary invasion of privacy.  Some personnel information is "public record" and must be released to any person upon request.


Files containing medical information regarding an employee will be kept separate from other personnel files.


Types of Information


It shall be the responsibility of each certificated employee to see that there is filed with the district any record of prior teaching experience.  In addition, if the teacher has rendered military service, the proof of discharge from the service must be furnished.  It is the obligation of the certificated employee to see that information that will maintain the employee’s personnel file on a complete and up-to-date basis is sent to the superin­tendent's office.  The records shall contain the following information:


   1.       The correct name and the current address and telephone number of the employee;


   2.       An accurate record of the work experience of the employee;


   3.       Current data on education completed, including the transcripts of all academic work;


   4.       Proof of requirements fulfilled in order to be eligible for salary;


   5.       Current data on credentials;


   6.       Any current data requested concerning the health of the em­ployee, or medical examinations that the employee may have undergone;


   7.       Records of assignment;


   8.       Evaluations of performance;


   9.       Letters of commendation, reprimand, or omission of duty;


10.       Other materials mutually agreed upon between the principal and the teacher.






Use of Personnel Records


All the contents of the personnel records file shall be available for inspection by the employee concerned.  The district reserves the right to have a member of the superin­tendent's office staff present at the time the employee inspects his or her personnel file for the purpose of explaining and interpreting the information therein.  Similarly, at the time the record is reviewed, the employee shall have the right to have present a representative of his or her own choosing, if desired.


The teacher shall have the right to respond to all materials con­tained in the personnel file and to any materials to be placed in the file in the future.  Responses shall become part of the file.


Parental Notice


If the school district receives Title I funds, the No Child Left Behind Act requires the district to provide parents with notice that they may request information about the professional qualifications of classroom teachers.  The notice to parents must include the following:


   1.       Whether the teacher has met state qualifications for the grade levels and subject areas taught.


   2.       Whether the teacher is teaching under emergency or other provisional status.


   3.       The baccalaureate degree of the teacher and any other graduate certification or degree held by the teacher, and the subject area(s) of the certification or degree.


   4.       Whether the child is provided services by paraprofessionals, and, if so, their qualifications.


If a parent requests the above-listed information, the district is required to provide the information in a timely manner.  If the district has hired a teacher who is not highly qualified and the teacher has taught a child for four or more weeks, the district is required to provide the parents notice that their child has been taught by a teacher who is not highly qualified.





REFERENCE:    51 O.S. §24A.7.

                                70 O.S. §6-101.11

                                P. L. 107-110, No Child Left Behind Act of 2001

                                The Americans With Disabilities Act