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Frequently Asked Questions

Frequently Asked Questions

Employee Records Questions

  1. What type of documents are included in my employee file?
  2. How do I submit documents?
  3. What happens to my documents once submitted to The Office of Employee Records?
  4. How can I view my employee file?
  5. How long will it take for document requests to be completed?
  6. Are medical health records also maintained in my employee file?
  7. How do I remove documents from my file?
  1. What type of documents are included in my employee file?
    Please see the Maintained in File page for a list of examples of documents to include in your personnel file.
  2. How do I submit documents?
    If you notice missing documents, you can submit them to The Office of Employee Records, Suite 177.
  3. What happens to my documents once submitted to The Office of Employee Records?
    Documents are reviewed for quality control and scanned into the employee's personnel file.  All personnel files are maintained electronically at The School District of Philadelphia.  Original copies are securely stored offsite.
  4. How can I view my employee file?
    All files are electronic and will be printed per request. Current employees are entitled to a copy of their personnel file once per school year at no cost.  To obtain a copy, submit a request in writing with the employee's signature, valid photo identification, and  current contact information to The Office of Employee Records.
  5. How long will it take for document requests to be completed?
    Typically, requests are completed within 5 business days, depending upon your request.  However, due to high volume cycles (school opening and school closing) and the more than 20,000 employees served, this timeline may be affected.  We are sensitive to the urgency of your request(s) and will try to meet the specific needs of each circumstance.
  6. Are medical health records also maintained in my employee file?
    No.  Employee health records are governed by HIPPA Laws restricting access to these records.  Questions regarding medical health records should be directed to Employee Health Services (EHS): 215-400-4600, Option 6.
  7. How do I remove documents from my file?

    Disciplinary documents can be removed in accordance to union guidelines by submitting your request to Employee Relations.

    If your request is approved, it will be forwarded to Employee Records for removal.  Once removed, you will receive a letter of notification.