lae.org Instructional Advocacy New Teacher Guide

Career Safeguards

Professional Papers

Every teacher should have a “professional papers” file that includes records and documents relating to your employment status. Get started by finding your letter of employment and placing it in a safe place right now. You can check off the other items listed below as you collect them to save.

1. Your teaching certification(s) degree(s) or license(s)
2. College transcripts and in-service
3. Your letter of employment
4. Your letter of appointment
5. Your teaching contract and supplemental contracts
6. Records relating to retirement benefits
7. Leave records: sick, conference and personal
8. Educators Employment Liability Insurance Policy which is automatic with NEA/LAE membership
9. Copies of your teaching schedule and assignments
10. Your school system’s salary schedule and your yearly salary notice
11. Any correspondence to or from the school administration
12. Any letter or reprimand or praise
13. Summaries of any conferences with supervisors
14. All professional evaluations
15. Documentation of awards, commendations or honors you receive from school or non-school groups
16. Records of any job-related seminars, workshops or conferences you attend
17. Letters to and from parents
18. Brief accounts of parent conferences
19. Records of any incidents which may increase your liability, such as those involving student disciplinary problems, and so forth
20. Proof of your local membership in LAE, NEA and your local education association
21. Local association contract
22. School calendar
23. District discipline policies
24. Annual statement from the Louisiana Teacher Retirement System
25. Receipts for teaching materials and expenses paid for with your own money (for your tax records)
26. Names and telephone numbers for local Association officers
27. Referral agencies and contracts affecting your students

Your Evaluation

1. You should obtain your district’s written policy and evaluation form.
2. Within these documents, timelines and procedures will be outlined and explained.
3. The evaluation must be made in writing and presented to you. You have to sign the evaluation, acknowledging that it was presented to you. Your signature does not indicate your agreement
4. You have the right to respond in writing to your evaluation. Your response will be included with your evaluation within your personnel file.
5. If you have concerns or questions about your evaluation, contact your local Association representative.

Cautions

What if someone lodges a complaint against me? If you are called into a meeting with administrators and the meeting becomes an accusatory proceeding where you are asked questions that could lead to your discipline, do not answer the questions. Do not tell administrators - or anyone else - what you did or did not do. You have a legal right to refuse to answer such questions without Association representation. There are Association people trained to assist you either right there in your building or as close as a phone call to your UniServ Director.

Until you have a chance to discuss the situation with your Association representative or your UniServ Director, do not reply to any questions or charges presented to you. Request an adjournment of the meeting and immediately consult your representative.

It is important that you get advice early instead of waiting to “see what happens.” Your UniServ Director will see to it that you have the benefit of legal advice and counsel, if needed. You should always cooperate with your Association advocates regarding any written statements involving accusations. Do not submit any written statements to administrators unless the documents have been reviewed by your Association representative(s). Be sure to keep copies of any written statements submitted or received. Also, keep all correspondence related to your situation, including postmarked envelopes.

Arrange to be accompanied to your administrator’s office by an Association representative. The Association representative should be your building representative, a local association officer, or your UniServ Director. The individual who accompanies you should agree beforehand to testify for you in administrative hearings or court proceedings, if necessary. Beware of proposals offered by administrators. Do not agree to any proposals without first checking with your Association. If offered an “opportunity to resign,” do not do so without first conferring with your UniServ Director. If the media gets wind of any accusations, they may try to get you to make a statement. Do not make any public statements whatsoever.

If you suspect a complaint:

1. Get advice early from an Association representative. Don’t wait to “see what happens.”
2. Do not make spontaneous responses to charges brought against you.
3. Do not appear at any accusatory hearing unless accompanied by a representative.
4. Do not attempt to defend yourself alone.
5. Do not accept an “opportunity to resign.”
6. Do not agree to any proposals, either written or oral.
7. Do not submit any written statement to administrators, or supervisors without consulting with your representative.
8. Write down immediately everything that happened - narrative, including time, date, location, names of involved persons, witnesses and actual words spoken.
9. Keep all copies of correspondence and papers relating to the situation.
10. Take notes at any conference at which charges are explained.