A file of personnel records shall be maintained in the Superintendent's office for each licensed employee of the Ocean Springs School District.  A file shall be kept for all resigned or retired licensed employees, including such essential information as deemed appropriate by the Superintendent (or designee) as specified by state and federal laws.

CONFIDENTIALITY

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

Records of a teacher's performance and evaluation shall not be released without the written consent of the teacher.  Files containing medical information regarding an employee will be kept separate from other personnel files. 

The Superintendent shall notify an employee in writing when a request is made for disclosure of the employee's personnel, medical, or similar files, if the Superintendent reasonably believes disclosure would invade the employee's privacy.  The records will be disclosed unless written objection is received from the licensed employee within seven (7) business days from receipt by the employee. 

TYPES OF INFORMATION

It shall be the responsibility of each licensed employee to ensure that the school district receives record of any prior teaching experience.  In addition, if the teacher has rendered military service, the proof of discharge from service must be furnished to the District.  The licensed employee is responsible for ensuring that the information that will maintain the employee's personnel file on a complete and up-to-date basis is provided to the Superintendent's office.  The records shall contain the following:

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

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

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

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

5.    Current data on credentials;

6.    Any current data requested by the Superintendent concerning the employee's health and/or  medical examinations;

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 file, with the exception of evaluations, comments, or recommendations provided to the district on a confidential basis by universities, colleges, or persons not connected to the school district, 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 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 Superintendent shall promptly notify in writing a teacher against whom a complaint has been placed in that teacher's personnel file.  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 District shall provide parents with notice that they may request information about the professional qualifications of classroom teachers, as required by the "No Child Left Behind Act."  The notice to parents must include the following:

1.    Whether the teacher has met state qualifications for the grade level 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 degree; and

4.    Whether the child is provided services by para-professionals, and, if so, their qualifications.

If a parent requests the above-listed information, the school 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 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.

LEGAL REF.: Public Law 107-110 (No Child Left Behind Act of 2001)

                 The Americans With Disabilities Act

ADOPTED:    02/14/2006