Personnel File Checklist - Department of Education and ...



This document should be attached to each employee’s personnel file. Items listed below are recommended for inclusion, however this is not an exhaustive list nor are all items listed below applicable to every employee:Evidence of date of birth and qualificationsPre-employment and appointment documentation, including offer(s) of employment and superannuation documentationEvidence of registration with the Victorian Institute of Teaching for teaching positionsEvidence of a Working With Children Check for non-teaching positionsMedical/health informationDocumentation relating to probation or salary progressionPerformance management related documentationLeave applicationsAuthorisation for the payment of allowances and other salary changesChange of personal details (e.g.name)Documentation relating to complaints, unsatisfactory performance, or misconduct proceedings (placed in a sealed envelope and marked ‘Confidential – access limited to principal only’)Cessation documentationRetention and disposalPersonnel files are to be destroyed 50 (fifty) years after date of separation if the employee was not exposed to hazardous materials. If the employee was exposed to hazardous materials, they are to be destroyed 100 (one hundred) years after date of separation from the agency.Important noteExceptions to placing records on a personnel file are:Documentation relating to the selection process;Taxation forms (Tax File Number Declarations and Withholding Declarations) which are stored separately in a secure location;Documentation relating to an employee’s Workers’ Compensation claim(s). A separate file is created for any such records (Note: where a school based employee transfers to another location, the file must stay in the location where the injury occurred). ................
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