ADMINISTRATIVE PROCEDURE
Type of
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
Signature:
State Board Rule: 6A-1.69 Signature on File
______________________________________________________________________________
Purpose:
The purpose of this procedure
is to provide information and instructions relative to the management of
personnel files of applicants and employees.
Procedures:
1. Applicants
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.
2. Employees
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.