Template for School / Education Establishment Personnel ...
Template for School / Education Establishment Personnel File
Below is a comprehensive contents list of paperwork that should be included on a personnel file (where it is relevant to do so). Schools may wish to include further sections and/or localise to meet their needs, as appropriate.
The Sections listed below correspond to the phases of employment - schools may therefore find it helpful to make use of file dividers to sub-divide their personnel files accordingly.
PERSONNEL FILE
|Recruitment |
|Section |Document Type |Statutory Requirement for |Date Issued |Signature of |Comments |
| | |Maintained schools | |Issuer | |
|Pre-employment |Application Form | | | | |
| | | | | | |
| |Reference 1 with notes of any | | | | |
| |conversation with referee | | | | |
| |Reference 2 with notes of any | | | | |
| |conversation with referee | | | | |
| |Medical Clearance |yes | | | |
| |Conditional Offer and any | | | | |
| |enclosures | | | | |
| |Post-offer health reference | | | | |
| | | | | | |
| | | | | | |
|Offer |Statement of Particulars / Contract|yes | | |Diarise review / end dates for |
| |of Employment and copy of all | | | |Fixed-term and temporary contracts |
| |enclosures | | | | |
| |Job description & Role Profile | | | |If postholder will also be the |
| | | | | |school’s Designated Safeguarding |
| | | | | |Lead (DSL), provide statutory DSL |
| | | | | |role description appended to |
| | | | | |substantive job description/role |
| | | | | |profile |
| |Signed Offer Acceptance | | | | |
| |Pre-employment and safeguarding |yes | | |Complete SCR |
| |checks – all relevant paperwork | | | |Put new starter on SAP |
| |Casual Worker Assignment letter | | | |Diarise review dates for casual |
| | | | | |worker breaks in service |
| |Qualification certificates |yes | | |Copies, not originals |
| | | | | | |
|During Employment |
|Section |Document Type |Statutory |Date Issued |Signature of |Comments |
| | |Requirement for | |Issuer | |
| | |Maintained schools | | | |
|Induction |Completed Induction programme| | | |Use Induction Checklist |
| |and any bring-forward dates | | | | |
| |to be actioned for the | | | | |
| |individual. | | | | |
| | | | | | |
|Performance Management / |Interim and annual reviews |Yes (teachers) | | | |
|IPP | | | | | |
| | | | | | |
|Training | | | | | |
|Safer Recruitment (if |Attendance Certificate | | | |Complete Training Record |
|involved in interviewing) | | | | | |
|Child Protection (whole | | | | |Complete Training Record |
|school training) | | | | | |
|Wellbeing / work-life | | | | |Complete Training Record |
|balance | | | | | |
|DSL/CPLO |Certificate | | | |Complete Training Record |
| | | | | | |
|NQT |Appropriate Body details |yes | | | |
| |Induction Co-ordinator name |yes | | | |
| |Induction Tutor name |yes | | | |
| |NQT Manager access provided | | | | |
| | | | | | |
| | | | | | |
|Pay |Annual Pay Statement |yes | | | |
| |(Teacher) | | | | |
| |Salary variations – details | | | | |
| | | | | | |
|Contract changes |Variation to contract – |yes | | | |
| |revised Statement of | | | | |
| |Particulars / contract of | | | | |
| |employment / letter of | | | | |
| |variation + any new job | | | | |
| |description/role profile | | | | |
| | | | | | |
| |Promotion – revised Statement|yes | | | |
| |of Particulars / contract of | | | | |
| |employment + any new job | | | | |
| |description/role profile | | | | |
| |Secondment – all paperwork | | | | |
| | | | | | |
|Safeguarding Issues |All paperwork |yes | | |Where an allegation is proven to be |
| | | | | |malicious, only the letter to the employee|
| | | | | |should be kept on file |
| |Signed Childcare |Yes | | |For individuals providing childcare in |
| |Disqualification Staff | | | |Early / Later Years settings in accordance|
| |Declaration Form | | | |with ‘Keeping Children Safe in Education: |
| | | | | |Childcare Disqualification requirements, |
| | | | | |Supplementary advice (2015) |
| | | | | | |
|Employee Relations |Disciplinary – all paperwork |yes | | | |
| |Grievance – all paperwork |yes | | | |
| |Capability – all paperwork |Yes (teachers) | | | |
| |Absence (short-term) - all | | | | |
| |paperwork | | | | |
| |Absence (long-term) – all | | | | |
| |paperwork | | | | |
| |Ill-health – all paperwork | | | | |
| |School Restructure / |yes | | | |
| |Reductions – all paperwork | | | | |
| |relevant to employee | | | | |
| |Redundancy / Redeployment – |yes | | | |
| |all paperwork | | | | |
| | | | | | |
|Wellbeing |Details of any issues raised,| | | | |
| |process for resolution and | | | | |
| |outcome – all paperwork | | | | |
| | | | | | |
| | | | | | |
|Family Friendly |Maternity – all paperwork |yes |Family Friendly |Maternity – all | |
| | | |(as applicable) |paperwork | |
| |Paternity – all paperwork |yes | |Paternity – all | |
| | | | |paperwork | |
| |Adoption – all paperwork |yes | |Adoption – all | |
| | | | |paperwork | |
| |Flexible Working Request – |yes | |Flexible Working | |
| |all paperwork | | |Request – all | |
| | | | |paperwork | |
| |Flexible Retirement request –| | |Flexible | |
| |all paperwork | | |Retirement | |
| | | | |request – all | |
| | | | |paperwork | |
| | | | | | |
| | | | | | |
|End of Employment |
|Contract ending |Withdrawal of offer – all | | | | |
| |paperwork | | | | |
| |Retirement – notification | | | | |
| |letter + all paperwork | | | | |
| |Resignation – notification | | | | |
| |letter + all paperwork | | | | |
| |Termination – all paperwork | | | | |
| |Completed Exit Interview form| | | | |
| |File Retention protocol | | | |Diarise date for file destruction / add to|
| |followed | | | |bring-forward system |
| | | | | | |
| | | | | | |
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