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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