Philadelphia Federation of Teachers School District of Philadelphia

3. Upon request by the employee and his/her identification, he/she shall be
permitted to examine his/her file. The employee shall indicate in a writing to be
placed in his/her file that he/she has examined the same.
4. An employee shall be permitted conveniently to reproduce at the School
District’s expense, on the School District’s premises any material in his/her file.
5. Only those personnel who have an official right and reason for doing so
may inspect an employee’s file. When an employee’s file is inspected by such a
person, he/she shall indicate that he/she had examined the same by a writing
given to the supervisor of personnel files who shall be responsible for placing it
in the file.
6. Administrators shall be encouraged to place in the employee’s file information
of a positive nature indicating special competencies, achievements, performances
or contributions of an academic, professional or civic nature. Any
such materials received from outside, competent, responsible sources shall also
be included in the employee’s file.
7. Material not in the employee’s official file may not be used against the
employee for any purpose.
8. When an employee has received an unfavorable anecdotal record(s), the
employee, upon application after eighteen (18) months, can have such records
and all related memos and documents, with the exception of letters of suspension
or demotion, personnel transaction forms and state rating forms, destroyed
if the employee has not had a similar and/or related unfavorable anecdotal
record(s) during said eighteen (18) month period. Leaves of absence for any
reason that exceed thirty (30) calendar days shall not be considered in the calculation
of the eighteen (18) months.
9. Letters of suspension or demotion, personnel transaction forms and state
rating forms may, upon application by the employee, be destroyed after five (5)
years if the employee has not had a similar and/or related anecdotal record during
said five (5) year period.
C. third Party Medical evaluations
At the election of an employee who, on the basis of a School District medical
evaluation, will be subjected to termination, involuntary change of work classification,
loss of pay, involuntary use of sick leave or involuntary retirement for
disability, or who is refused a promotional appointment for which he/she is otherwise
eligible, except in matters of Workers’ Compensation, such evaluation
shall be submitted for determination to a doctor on a list of doctors selected
from those in the appropriate specialty as listed in Dorlands Medical Directory.
The Federation shall agree to the list of doctors to be used for this purpose.
Article XV
Dispute Resolution
A. Grievance Subjects
1. A grievance is defined as a dispute or disagreement over the application or
interpretation of this Agreement.
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XIV. Due Process Procedures