A Dozen Documents to Keep

Your career as an educator will likely span many years and several locations. Insight into documentation that’s important to keep is great information to know…

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1. College transcripts from every college you attended: K-12 systems often require that universities send an official transcript directly to them, but a student copy can assist you in completing applications and employment-related papers.

2. GACE, Praxis or Graduate Record Examination scores: Obtaining copies of test scores later can be time consuming and expensive.

3. Letters of recommendation: Letters of recommendation document your on-the-job performance and are important in determining future career opportunities.

4. Teaching contracts: A copy of each signed contract is important because it verifies your employment with a school system and your length of service.

5. Payroll records: Pay stubs and tax documents issued by your school system record your salary, as well as your tax deductions, retirement plan, Social Security contributions and insurance costs.

6. Sick leave: These records show how much remaining sick leave you have available before deductions are taken from your salary. In Georgia schools, two years of sick leave may be accumulated and used toward retirement upon completion of 28 years of service.

7. Evaluations and professional development plans: Retain all documents pertaining to your performance evaluations, responsibilities, and employment status, including commendations or recommendations. If you have formally disagreed with any part of an evaluation or professional development plan, attach a copy of your written response to the file.

8. Major correspondence from district administrators: Letters of appointments to committees and positions of leadership or recognition help keep your résumé strong and current.

9. Copies (or at least computer screen shots) of conference or workshop programs listing you as a presenter/contributor: This résumé-boosting documentation will improve your accuracy and confidence in citing your participation.

10. Activities, accomplishments, and awards: Keep a running list of in-service training, subject specialization, classes/subjects taught, extracurricular responsibilities, special skills and honors/awards. It will make updating your résumé a breeze.

11. Records of severe student matters and suspected child abuse: These records concern any major student problem that involves hearings and/or court proceedings. Report suspected child abuse in writing within 24 hours of the time you first have reason to believe that a student in your care has been abused.

12. PAGE membership: A current PAGE membership provides you with liability coverage and immediate access to legal advice.