Procedure: Personnel Procedure No.: B-12
Title: Personnel Records Management Policy No.: 2.21
Authority: 1001.41, F.S. Date Issued: 4/21/95
Fla. Statute: 1012.23 and 1012.31, F.S. Superintendent's
State Board Rule: 6A-1.69 Signature on File
The purpose of this procedure is to provide information and instructions relative to the management of personnel files of applicants and employees.
A. Any individual who wishes to be considered for employment with Leon County Schools must complete an application for employment.
B. All items contained in the applicant file are public records and once submitted to the School District become the property of district. Items may not be removed from an applicant file, however, an individual may respond in writing to any item contained therein.
C. Applicant files are maintained for two years following the last action which indicates an active file. Actions such as updating address, telephone number, certification or educational information, applying for a specific advertised vacancy or submitting a revised resume will keep an applicant file active. When two years expire with no action to an applicant file, the file, including the application and all related information and transcripts will be destroyed.
D. The application form and related information maintained by the Applicant Section of Personnel Services is the official applicant file. Principals and site administrators who are seeking candidates to fill vacant positions, must review the applicant file in Personnel Services.
A. The term "personnel file" means all records, information, data or materials maintained by the Leon County Schools, in any form or retrieval system whatsoever, with respect to any of its employees, which is uniquely applicable to that employee, whether maintained in one or more than one location.
B. Files maintained by Personnel Services shall contain the individual's application materials including: application forms, references, resume, transcripts, educational philosophy statement, and copies of certificates.
C. Files shall also contain the following employee documentation: Loyalty oath, Division of Retirement-Personal History Record (FRS-M10), Life Insurance Beneficiary Form (unless additional purchase made), Group Health Insurance Refusal Form (unless coverage purchased), I 9 form, TB Screening documentation, copy of Social Security card, previous service verification, Personnel aCtion Forms (PC/PAF), salary adjustment forms, copies of employment verification, performance evaluations, copies of long-term leave requests, Unemployment Compensation claims documentation, copies of signed employment contracts, copies of Assistance Reviews, and correspondence and other relevant material.
3. Copies of Records
A. Materials in applicant files will be available to the applicant at a cost of 15 cents per copy.
B. Materials in a present or previous personnel file may be copied for the individual at a cost of 15 cents per copy.
C. Copies of materials made for other than applicants or employees will be made at a time and in a manner convenient to the Personnel Services Section. These requests must be written and identify the individual whose records are requested to be copied and must be provided before any applicant or employee records will be copied. Charges for such copies will be determined based on clerical and supervisory assistance required to provide the copies.