409.1 STAFF PERSONNEL RECORDS

The District may maintain personnel records on employees.  These records are important for the meeting of the District’s overall goals and objectives and mission statement, the daily administration of the educational policy, and meeting state and federal legal requirements.
 
Each employee’s personnel file may include any documentation relating to the employee, including but not limited to, personal information regarding the employee, employee discipline records, employee evaluations, and salary records, and other documentation necessary to carry out the daily administration of the District.
 
Each employee’s personnel file and the contents of such are District records and are considered confidential records, and therefore, are not generally open to public inspection or accessibility.
 
Employees may have access to their individual personnel files as required by law.  Other school administrators and Board members will have access to an employee’s personnel files as required by law.
 
It shall be the responsibility of the Superintendent to keep employee’s personnel files current.  The Board Secretary shall be the custodian of the employee personnel files, and all other employee records.
 
It shall be the responsibility of the Superintendent to develop administrative regulations for the implementation of this policy.
 
 
*Adopted: 12/13/10
*Reviewed: 03/12/12
*Revised: 5/8/17
*Reviewed: 5/9/22
 

409.1R STAFF PERSONNEL RECORDS REGULATIONS

Employee Records Regulations
 
Employee personnel records may contain, but are not limited to, the following information:
  • Personal information including, but not limited to, name, address, telephone number, emergency numbers, birth date and spouse;
  • Application, resume and references;
  • Educational transcripts;
  • Copy of the employee's license or certificate, if needed for the position;
  • Individual employment contract;
  • Assignment;
  • Salary information;
  • Evaluations;
  • Records of disciplinary matters.
Employee health and medical records, which are kept separate from employee personnel records, may contain, but are not limited to, the following information:
  • Employee's medical history;
  • Employee emergency names and numbers;
  • Medical professional signed physical form;
  • Sick or long-term disability leave days;
  • Family and medical leave request forms;
  • Worker's compensation claims;
  • Reasonable accommodation made by the School District to accommodate the employee's disability.
 
Applicant for Employment Records Regulations
 
Records on applicants for positions with the District, which are maintained in the central administration office, may contain, but are not limited to, the following information:
  • Application for employment;
  • Resume;
  • References;
  • Evidence of appropriate license or certificate, if necessary for the position for which the individual applied;
  • Affirmative action form, if submitted.
 
Access to Records
 
Only authorized school officials will have access to an employee's records without the written consent of the employee. Authorized school officials may include, but not be limited to, the Superintendent, building principal, or Board secretary.  In the case of a medical emergency, the school nurse or other first aid or safety personnel may have access to the employee's health or medical file without the consent of the employee.  Any unauthorized access or sharing of information by authorized officials with anyone not authorized will result in immediate suspension and recommendation for termination to the Board of Education.  Board members will generally only have access to an employee's personnel file without the consent of the employee when necessary for the conducting of Board business.
 
Retention of Records
 
All employee records, except payroll and salary records, are maintained for a minimum of seven (7) years after termination of employment with the District.  Applicant records are maintained for a minimum of three (3) years after the position was filled.  Payroll and salary records are maintained for a minimum of three (3) years.
 
 
 
*Adopted: 12/13/10
*Revised: 03/12/12
*Reviewed: 5/8/17
*Reviewed: 5/9/22