Section 1: Number of Files
Two files will be maintained for each teacher: one in the diocesan office and one in the school of employment. The teacher, principal/director, pastor and central office personnel are the only persons who may put materials into the personnel files. The purpose of the personnel files is to maintain a professional, accurate and objective record of employment in diocesan schools.

Section 2: Access to Files
A.  Access to the files shall be limited to the Bishop, executive director of pastoral and educational services, superintendent, assistant superintendent, other central office administrators, principal/director, head teacher, teacher and pastor.

B.  When any of the above administrators, other than the principal, inspects the teacher's file, the administrator shall indicate that he/she examined same by a written statement indicating time, date and reasons thereof and his/her statement is to be placed in the teacher's file. When the teacher's file is inspected by an administrator other than the above-named, he/she shall do so only with the permission of the principal/director and teacher. The administrator shall prepare a written statement as above for placement in the teacher's file.

C.  The teacher shall have the opportunity to examine the contents of his/her personnel file upon request. A representative of the Confederation may accompany the teacher in such examination. Access shall include the right to copy, at the teacher's expense, any material in his/her file. Such copies will be identified as unofficial. The teacher's access rights do not extend to pre- employment letters of reference or interview notes.

D.  The diocesan file will be reviewed in the office of the director of certificated personnel and the school file in the office of the principal/director. The director of certificated personnel or the principal/director is to be present during the examination.

E.  No document shall be placed in the diocesan office file or in the school file unless the teacher has originated the document, has received a copy or has signed it. This paragraph does not extend to pre-employment letters, references or interview notes.

F.  The teacher shall have the right to answer any material filed and his/her answer shall be attached to the file copy.

Section 3: Contents of File - Diocesan Office
A. The diocesan office file will contain the following:

1.  personnel data sheet for each year of service;
2.  annual contract or salary notification for each year of service;
3.  official transcripts;
4.  current Ohio teaching certificates;
5.  current religious education certificates;
6.  record of TB test;
7.  annual evaluation conducted by the principal/director and/or other administrative personnel: this evaluation must be signed by the evaluating administrator and the teacher;
8.  pre-employment materials: application, references, credentials from college or university, teacher perceiver profile; and
9.  the personnel file shall contain all other materials concerning the teacher with provision that the conditions contained in this section and remaining sections of this article are met.

B. Contents of File--School Office

1.  personnel data sheet for each year of service;
2.  annual contract or salary notification for each year of service;
3.  current Ohio teaching certificates;
4.  current religious education certificates;
5.  correspondence with and concerning the teacher;
6.  teacher evaluation/observations;
7.  the personnel file shall contain all other materials concerning the teacher with provision that the conditions contained in this section and remaining sections of this article are met.

1.  moral turpitude;
2.  children services agency reports; or
3.  teacher evaluations

back to contract contents page       YDCT Home Page    NACST Main Menu