New year brings new policies at Northmor, Ohio schools
By Randa Wagner -
Three new policies were adopted at Northmor’s Dec. 20 meeting that reflect changes in records policies required by the Ohio School Board Association.
Personnel records, student records, and data and records retention were the three policy topics implemented that consider the Ohio Sunshine Law (public’s right to know), the Ohio Privacy Act and the Ohio Revised Code. The content of these policies were, in part:
Personnel files for district employees contain records and information relative to compensation, payroll deductions, evaluations and such information and is maintained in the District office.
State law requires that all public records be made available for inspection to any member of the general public at all reasonable times during regular business hours at cost. The public has access to all records in the personnel file with the following exceptions:
medical records; records pertaining to adoption, probation or parole proceedings; trial preparation records; confidential law enforcement investigatory records; Social Security number and records of which the release is prohibited by State or Federal law. (Additional exceptions are listed in Ohio Revised Code Section 149.43.)
The district is also required to keep reports of investigations of employee misconduct in the employee’s personnel file (unless the State determines that the report does not warrant taking action against the employee., in which case the report must be moved from the employee’s personnel file to a separate public file).
Each employee has the right, upon written request, to review the contents of his/her own personnel file. (If a document is not disclosed to the employee because it is determined by a physician, psychiatrist or psychologist to be likely to have an adverse effect upon the employee, the document will be released to the designated medical authority.) Requests are made to the Superintendent and scheduled for a time convenient for the parties involved.
Personnel records should be reviewed only within the confines of the Superintendent’s office or the Board’s office.
The District maintains extensive educational and personal pertinent information about students available to appropriate school personnel, accessible to the student’s parent(s) or the student in compliance with law, and guarded as confidential information.
Upon request, all records and files included in the student’s cumulative file are available to parent(s) or the student (if he/she is over 18 years of age). This request must be in writing and is granted within seven calendar days. The District uses reasonable methods to identify and authenticate the identity of parents, students, school officials and any other parties to whom the agency or institution discloses personally identifiable information from education records.
No records are to be removed from the school. A principal, teacher or other qualified school personnel must be present to explain any of the tests or other material.
The District designated the following personally identifiable information contained in a student’s education records as “directory information:” student’s name, address, telephone number(s), date and place of birth, participation in officially recognized activities and sports, achievement awards or honors, weight and height, if a member of an athletic team, major field of study, dates of attendance, date of graduation.
The above information is disclosed without prior written consent, except when the request is for a profit-making plan or activity. Student records that consist of “personally identifiable information” generally are exempt from disclosure. Student directory information, however, is released unless the parents have affirmatively withdrawn their consent to release in writing.
Data and records retention
Electronic mail sent or received by the board and/or district employees may be considered a public record subject to public disclosure or inspection under Ohio’s Sunshine Law.
All board and district electronic mail communications are monitored in accordance with the attached regulation to ensure that all public electronic mail records are retained, archived and destroyed in compliance with State law.
District employees are subject to disciplinary action for violation of this policy and regulation.
All records are the property of the District and are not removed, destroyed, mutilated, transferred or otherwise damaged or disposed of, in whole or in part, except as provided by law or under the rules adopted by the District Records Commission. Such records shall be delivered by outgoing officials and employees to their successors and shall not be otherwise removed, transferred or destroyed unlawfully.
The Records Commission is composed of the Board President, the Treasurer and the Superintendent and meets at least once every 12 months.
Under new business, the board entered into a Personal Services Contract with Tim Kruger, Certified Water Supply Operator, to provide services as needed at the rate of $27.50 per hour; re-appointed Tim Eichorn to a seven year term on the Perry Cook Memorial Library Board; and appointed Amanda Cox to fill the unexpired term of Sara Smith to the Perry Cook Memorial Library Board.
Superintendent’s Employment Recommendations
The board accepted the request for resignation from Dayle Lambert, cook, effective December 28, 2012.
Employed were: Dayle Lambert, cook, for a part time position effective December 31, 2012; Tanya Morningstar for the position of a double route bus driver; accepted the Maternity Leave Request for Kara Wright and Melissa Radel; accept the resignation of Caleb Neer as the Junior Varsity Co– Wrestling Coach for the 2012–2013 school year (due to a change in employment); employed Jeremiah Howe for the full Junior Varsity Wrestling Coaching Contract for the 2012–2013 school year; and, for the 2013–2014 school year: employed Mark Hunter as the Boys’ Cross Country Coach; Mark Yaussy as the Girls’ Cross Country Coach; B.J. Trainer as the Varsity Football Coach; Karen Barth as the Co-Golf Coach; John Barth as the Co-Golf Coach; Kara Wright as the Varsity Volleyball Coach; and Timothy Jones as a substitute custodian.
The January Organizational Meeting and the regular January Board Meeting will be held on Thursday January 3rd at 7:30 p.m. in the Board Meeting Room.