Administrative Procedure 402

AP 402 - Personnel Records

Background

For the official purposes of the division, Central Office shall maintain a personnel file on each employee.

Procedures

  1. The employee's personnel file may contain:
    1. Pre-employment materials, including correspondence associated with application, curriculum vitae, transcripts, letters of reference, and placement documents;
    2. Copies of letters relating to Board actions respecting the employee, including initial appointment, sabbatical leaves, leaves of absence, administrative appointments, etc.;
    3. Correspondence between the employee and division office;
    4. Materials respecting professional development and performance; and
    5. Materials used for payroll purposes.
  2. A personnel file shall not contain any anonymous items.
  3. Upon a written request being directed to the Superintendent or designate, the employee or his/her duly authorized representative shall have the right to examine the contents of his/her personnel file. The Superintendent or designate shall make arrangements for the examination of the employee’s personnel file within a period not to exceed ten (10) working days from the date the request was received. Such examination shall be in the presence of the Superintendent or designate. The employee shall not be allowed to remove the personnel file or any original part thereof from Central Office; however, an employee may request a copy of any portion of their personnel file, which will be provided in a timely fashion.
  4. Access to personnel files is restricted to the Superintendent or designate(s).
  5. The employee shall have the right to include written comments on the accuracy of the meaning of any of the contents of the personnel file.
  6. The employee may add relevant documents to the file.
  7. Requests for access to a personnel file or to information contained in a personnel file shall be dealt with in accordance with this administrative procedure and the Freedom of Information and Protection of Privacy Act to the extent that it may apply.
  8. Personnel files shall be retained until the person is seventy (70) years of age.

References

School Act, Section 60
Freedom of Information and Protection of Privacy Act