Human Resources Files


35.01    Human Resources Files Access

The only recognized personnel file of a teacher shall be maintained in the Human Resources department of the Board. A teacher shall have access during normal business hours, or such other times as may be arranged, to the personnel file and records that relate to the teacher.  Such access shall be granted upon reasonable prior notice and in the presence of a supervisory officer or other person(s) designated by the Director of Education.


A teacher shall receive a copy of any documentation placed in his/her file which contains information which may be detrimental to the teacher.


If a teacher disputes the accuracy or completeness of any information in his/her personnel file, the teacher may make application in writing to the Director of Education or designate to have the information corrected.  The Board shall notify the teacher in writing of its decision including reasons for that decision.  A teacher shall be entitled to dispute documents contained in the personnel file and to append notices of corrections to documents within the file which, in the teacher's opinion, contain errors or inaccuracies.


When a teacher authorizes in writing access to his/her personnel file by another person acting on the teacher's behalf, the Board shall provide such access, as well as copies of materials contained therein, if also authorized and requested.  Access shall be provided on the same basis as Article 35.01 herein.


A teacher shall have the right to place any relevant material in his/her personnel file.


The signature of a teacher on any document respecting the performance or conduct of that teacher shall be deemed to be evidence only of the receipt thereof and shall not be construed as approval of, consent to, or agreement with the contents.


When the Board amends information in the personnel file, the Board shall at the request of the teacher attempt to notify all persons who received a report based on inaccurate information.

35.08    Disciplinary Notations

Upon a teacher's request, the Board shall remove all record of disciplinary action from a teacher's file after five (5) years (excluding leaves) if there has been no disciplinary action in the interim.  However, any such document which is required to be retained by statute and any discipline concerning abuse (including sexual or physical misconduct) may be retained by the Board in a separate, sealed file but shall not be further relied upon unless required by law.


Access to and disclosure of any personal information on a teacher shall be governed by the provisions of the Municipal Freedom of Information and Protection of Privacy Act.

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