Personnel File Checklist (for employees in schools)

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 qualifications

 Pre-employment and appointment documentation, including offer(s) of employment and superannuation
documentation
 Evidence of registration with the Victorian Institute of Teaching for teaching positions
 Evidence of a Working With Children Check for non-teaching positions
 Medical/health information
 Documentation relating to probation or salary progression
 Performance management related documentation
 Leave applications
 Authorisation for the payment of allowances and other salary changes
 Change 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 documentation

Retention and disposal

Personnel 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 note
Exceptions 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).

Last updated: 28 September 2017