Building Files Clause Samples

Building Files a. The contents of all individual files maintained by building principals and/or program managers will be shown to the respective staff member. Staff members will be requested to sign each document kept in their building files to acknowledge that they have seen their building file contents. The signature of the staff member does not imply that the staff member agrees with the contents of the document. If the individual is asked to sign a document and refuses, it will be documented that the information was shown to the individual, but s/he refused to sign. b. A staff member may attach a written statement or other materials to any document contained in his/her building file. c. Letters of Direction will be removed from building files after two (2) years, provided there are no reprimands related to the directives in the underlying Letter of Direction. Documented verbal reprimands will be removed at the staff member’s request from her or his building file after two (2) years unless subsequent discipline has been issued within the two (2) year period. Every two (2) years there will be a mandatory review of all building files. Materials in a staff member’s file that are unnecessary for record keeping will be removed and destroyed.

Building Files. Supervisors and principals may maintain an information file, or “building file,” at their work site pertaining to employees for whom they have formal evaluation and/or supervisory responsibility. In a timely manner, a copy of any document placed in an employee’s building file shall be shared with the employee, if the employee has not otherwise been sent a copy of the document. Upon request and by prior appointment, each employee shall have the right to review his/her building file in the presence of the principal, supervisor or his/her designee. If an employee requests that the principal, supervisor, or designee (supervisor) remove a document from the building file, the supervisor may either (a) remove the document, or (b) decline to remove the document with an explanation regarding why the document will not be removed. If the employee is not satisfied with the supervisor’s response, the employee may request a meeting between the supervisor, the employee, a BEA representative, and a Human Resources representative to discuss the matter. The parties will discuss the matter and attempt to reach a resolution to the employee’s request. If the matter is not resolved, the employee may attach a response to the document. If an employee is transferred, his or her building file will be transferred to the administrator who will have formal supervisory responsibility for the transferring employee. If an employee resigns or retires, the employee’s building file will be transferred to Human Resources for disposition.

Building Files. A. Supervisors may maintain an information file at the work site for employees for whom they have formal evaluation responsibility subject to the following conditions: 1. It may contain material related to employee evaluation. 2. It shall be available to review by the employee in the presence of the principal, supervisor, or his/her designee. 3. Copies of evaluation materials stored in an electronic format will be treated in the same manner as non-electronic formatted materials. 4. After three (3) years, at the request of the employee, materials other than formal observations and final evaluations shall be removed provided that no record of subsequent related incidents occurred during that period. 5. An employee has the right to review his/her building file at any time. 6. The building file may only be transferred to a subsequent evaluating supervisor under the following conditions: a. The evaluation of the employee is transferred to another administrator in the same building who has been in that building at least one year. b. The evaluating supervisor is replaced during the school year. B. Any material or complaint not shown to an employee or a copy provided the employee within ten (10) days of receipt shall not be used in evidence in any grievance or disciplinary action against the employee.

Building Files. It is understood that principals may have confidential “building files” separate from the Human Resources’ personnel files. Principals may keep in these files documentation and performance information that may be used in the evaluation process. A typical building file may include:

Building Files. The contents of all individual files maintained by building principals and/or program managers will be shown to the respective employees. Employees will be requested to sign each document kept in their building files to acknowledge that they have seen their building/program file contents. The signature of the employee does not imply that the employee agrees with the contents of the document.