Section 401.260  Staff Records

a)         A separate, current record shall be maintained for each staff member employed either full-time or part-time who provides direct services or who is directly involved in the development and implementation of instructional and related services for students enrolled under Section 14-7.02 of the School Code. 

1)         All staff files shall be located at the school for inspection by representatives of the State Board of Education and placing public school districts and shall include the following:

A)        Individual job descriptions that reflect the duties to be performed and the qualifications required and that are updated as this information changes;

B)        Reports of initial physical examinations, records indicating freedom from tuberculosis for staff working with preschool aged students, evidence of compliance with 29 CFR 1910.1030 (July 1, 2016), and reports of subsequent medical examinations as may be required by the facility;

C)        Copies of high school, college, or university transcripts indicating graduation, degrees, or special training or education completed, and/or copies of state certificates, approvals, licenses, or registrations, as applicable to the individual staff member and position;

D)        Copies of the following:

i)          The results of fingerprint-based criminal history records checks performed pursuant to the Uniform Conviction Information Act [20 ILCS 2635] or, for a facility located in another state, pursuant to that state's uniform conviction information act, and pursuant to the Adam Walsh Child Protection and Safety Act of 2006 (42 USC 16911 et seq.); and

ii)         The results of checks of the Statewide Sex Offender Database maintained in accordance with Section 115 of the Sex Offender Community Notification Law [730 ILCS 152] or, for a facility located in another state, checks of that state's sex offender database, if available, or a similar system;

E)        The results of checks of the Illinois Murderer and Violent Offender Against Youth Registry or the comparable registry for a facility located out of state.

2)         Records of the transmission for each employee completing the criminal background investigation process will be submitted to each placing public school district currently contracting with the provider and those reports can be reviewed at the facility.

b)         Responsible staff at each facility shall maintain a separate file containing a record of all inservice training.  This file shall be available for inspection and shall include at least the following:

1)         Records of initial orientation and training for new staff members, showing that each received training appropriate to the position held at the site;

2)         The agenda of each formal staff training session conducted at the facility, showing the dates and amount of time used;

3)         Records of seminars, conferences, lectures, and other training events attended by staff members off the facility's premises;

4)         Records of ongoing training offered as a part of the assignment of professional support personnel; and

5)         The signatures of the staff members who attended each session or event referred to in subsections (b)(1) through (4).

c)         The training file referred to in subsection (b) may also contain such similar records as may be required by other state or federal agencies.

(Source:  Amended at 42 Ill. Reg. 6471, effective March 21, 2018)