What should be kept in school/department level files?

Administrators should maintain a confidential personnel file on each employee that includes:

• • Signed Employee Code of Conduct (signed annually at the start of the work calendar).

  • Documentation of performance concerns (e.g., written warning, directed growth plan, corrective action plans). 

  • Follow up emails summarizing direct conversations. 

  • Parent, student, or staff reports that alleging potential Employee Code of Conduct violations.

How long should the files be kept?

• Maintain files for the duration of employment at your location for and additional five (5) years after they leave your location.

• Files remain at the school or department for the next administrator. A review of essential personnel information should occur during leadership transitions.

What happens with files if an employee transfers locations or leaves the district?

• Retain files for five (5) years after the employee exits the school, department, or district. 

• If the employee transfers within the district, the current administrator should:

  1. 1. Scan all documents into a clearly labeled folder with the employee's full name.

     2. Provide the complete file to the receiving administrator.  You may send physical copies or share electronic folder.

What is the best way to keep files? 

• Create a secure Google folder for each employee to scan and drop files.

• Physical copies may be maintained, but must be stored in a locked location.

Who should have access to the files?

• Administrative assistants should NOT have access to personnel files.

• Access is limited to school administrators.

• Files may be shared with the School Chief and/or the Office of Human Resources when appropriate.