Service Records

Jan 27, 2020 | Personnel Management

Do you feel overwhelmed with all the "must-knows" and "must-dos" of service records? Don't be! Nosotros'll review frequently asked questions and provide helpful tools that will guide you to success.

What is a service tape?

A service record is the official document used to tape years of service claimed for salary increment purposes. Service records transfer with public schoolhouse personnel throughout their career, logging years of service, roles and responsibilities, and days worked (service time). The years of service often aligns with a payroll salary scale based on creditable years of service, and for employees in TRS positions, the years of service align with TRS retirement eligibility.

How much fourth dimension does a charter school have to complete a service record once information technology is requested?

The district must provide the re-create non later than the 30th day after the later of:

  •  the date the asking is made; or
  • the date of the concluding day of the private's service to the district.

If a school commune fails to provide an private's service record as required by Subsection (b), the agency shall, to the extent that information is available to the bureau, provide the employing school district with information sufficient to enable the commune to determine proper placement of the private on the district's bacon schedule.

This is in accord with TEC 21.4031.

Is there a minimum length of time the district must proceed a copy of a service record?

A legible copy of the service record must be kept by the employing school commune for 75 years from the date of separation. The original signed service tape should be given to the employee or sent to the side by side ISD or charter schoolhouse once employment is terminated.

Can a scanned version of the original service record be sent to another school district or lease school and be considered official?

Yes. A scanned version of the original service tape may exist considered official if sent directly from 1 employing district to another employing district.

Is a digital signature on a service record valid?

A service record with a digital signature is simply valid for the intended recipient as recorded on the service record. A digital version that includes data from previous employing districts is acceptable if the almost recent school district is the designated recipient of the information from the previous districts. The digital service record will not exist official if the recipient is the educator; however, upon request the district will provide a re-create to the educator in accord with the TEC, §21.4031(b).

I need a copy of a new rent's service record. The charter school they previously worked at is no longer in performance. How tin can their service record be obtained?

If the former school was not taken over by some other lease or schoolhouse commune, so the employee or an employing district representative will need to contact the Region 13 Educational Service Center, who is the custodian of records for airtight public lease schools in Texas. Using the Programs & Services choice, the employee or district representative must submit a Lease Schoolhouse Personnel Records Request. https://www4.esc13.net/charters/personnel-records-request/

The form must be completed and signed past the employee requesting records or a representative of a school district/charter school, requesting a copy of a personnel file for an employee new to the schoolhouse district/charter school. This is a FERPA requirement.

How much detail should I identify on the service record?

As much as you can! Notes are your friend. This will help you and future districts sympathise why you fabricated certain decisions. All documents and forms should be attached to the educators' service record as well.

Does TEA have an updated Service Record Template? How do I complete information technology?

Yes, information technology can be found at https://tea.texas.gov/Texas_Educators/Salary_and_Service_Record under the Service Record Information department and downloaded as a discussion dr.. While this template is titled "Teacher Service Record", information technology is to be used for all service creditable positions. Too, pages 3-four of this document provide detailed instructions for completing the service tape.

Mutual Questions from Employees

How can I find out how many years of service I have towards retirement?
You lot must contact the Teacher Retirement Organisation of Texas for information almost retirement. This is the official record and advisable source for retirement related questions.

My service record shows '0' for my first year of service even though I accept completed that first year. Why isn't it changed to a 'one'?
The service record reflects the service that you begin the year with. The next twelvemonth volition reflect that y'all brainstorm that year with one year of completed service, and and so on.

I believe there is an fault on my service record. It is not matching with my TRS record and/or it simply does non expect correct to me. What do I do?
The district that y'all believe made the error must be contacted, and they should investigate the potential error and remedy as advisable if found to exist an actual error.

TEA Resource

  • Chapter 153. Schoolhouse Commune PersonnelSubchapter CC. Commissioner's Rules on Creditable Years of Service
  • Minimum number of days required for salary increment purposes
  • Teacher Salary and Service Information