409 STAFF PERSONNEL RECORDS

*Adopted: 12/13/10

*Reviewed: 03/12/12

*Reviewed: 05/08/17

*Reviewed: 5/9/22

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

409.2 BACKGROUND CHECKS ON EMPLOYEES AND VOLUNTEERS

The Board believes in hiring and using quality employees and volunteers and supports appropriate background checks for all employees and volunteers to promote staff and student safety. Therefore, the Board authorizes the Superintendent to access and review specific information for each applicant for employment, each applicant to volunteer, every current employee and every current volunteer pursuant to this policy.

Applicants for Employment

For every applicant for employment with the District, the Superintendent shall access and review certain background information for the applicant prior to hiring the applicant. The Superintendent shall access and review background information regarding the applicant from the following sources:

the Iowa court information system available to the general public;
the sex offender registry system available to the general public;
the central registry for child abuse information;
the central registry for dependent adult abuse information; and
the national criminal history database.

The Superintendent may utilize a background check service that meets the requirements of law to access this information.

If required by law, the Superintendent shall also obtain the applicant’s fingerprints and submit the fingerprints to the division for submission to the federal bureau of investigation for a national criminal history record check.

The Superintendent may perform an ‘initial hire’ background check even if the Board of Educational Examiners (“BOEE”) has recently conducted a background check of the applicant.

The applicant for employment shall not be charged for said background check, except as otherwise stated in this policy and/or permitted by law. If the applicant is an employee who holds a license through the BOEE other than an initial license, the applicant may be charged a fee not to exceed the actual cost incurred by and/or charged to the District for the state and national criminal history checks and registry checks required under Iowa law.

An applicant for employment who is listed on the sex offender registry, the central registry for child abuse information or the central registry for dependent adult abuse information or who has engaged in other behavior that may affect the applicant’s position with the District, as provided in the Iowa court information system or the national criminal history database, shall not be considered for employment with the District.

Current Employees

For every current employee employed by the District, the Superintendent shall access and review certain background information regarding the employee at least every five (5) years. The Superintendent shall access and review background information regarding the employee from the following sources:

the Iowa court information system available to the general public;
the sex offender registry system available to the general public;
the central registry for child abuse information;
the central registry for dependent adult abuse information; and
the national criminal history database.

The Superintendent may utilize a background check service that meets the requirements of law to access this information.

The Superintendent shall access and review the above background information regarding the employee at least every five (5) years. For bus drivers the Superintendent shall access and review the above background information regarding the employee at least every five (5) years during the twelve-month period when the employee’s license is renewed. For all other employees, the Superintendent shall access and review the above background information regarding the employee at least every five (5) years during the twelve-month period preceding every fifth-year anniversary of the employee’s date of hire. The Superintendent shall establish a schedule to review current employees’ background information.

The Superintendent is not required to conduct background checks for current employees who are licensed with the BOEE and who have undergone certificate-renewal background checks through the BOEE. The Superintendent may rely upon the certificate-renewal background checks conducted by the BOEE for current employees licensed by the BOEE.

The employee shall not be charged for said background check, except as otherwise stated in this policy and/or permitted by law. If the employee holds a license through the BOEE other than an initial license, the applicant may be charged a fee not to exceed the actual cost incurred by and/or charged to the District for the state and national criminal history checks and registry checks required under Iowa law.

An employee who is listed on the sex offender registry, the central registry for child abuse information or the central registry for dependent adult abuse information or who has engaged in other behavior that may affect the employee’s position with the District, as revealed and documented by the background check, shall be subject to immediate suspension from the employee’s duties, pending a termination hearing that shall be conducted pursuant to applicable Iowa law.

Volunteers

For every individual who wishes to volunteer with the District, the Superintendent shall access and review certain background information for the volunteer prior to using the volunteer. The Superintendent shall access and review background information regarding the volunteer from the following sources:

the Iowa court information system available to the general public;
the sex offender registry system available to the general public;
the central registry for child abuse information;
the central registry for dependent adult abuse information; and
the national criminal history database.

The Superintendent may utilize a background check service that meets the requirements of law to access this information.

The Superintendent will re-check the background information for the volunteer as necessary and/or appropriate.

The volunteer may be charged a fee not to exceed the actual cost incurred by and/or charged to the District for the state and national criminal history checks and registry checks.

A volunteer who is listed on the sex offender registry, the central registry for child abuse information or the central registry for dependent adult abuse information or who has engaged in other behavior that may affect the volunteer’s position with the District, as as revealed and documented by the background check, shall be prohibited from volunteering with the District.

Documentation

The Superintendent and/or the Superintendent’s designee shall be responsible for maintaining documentation demonstrating compliance with this policy.

*Adopted: 9/16/13

*Revised: 11/9/15

*Reviewed: 5/8/17

*Reviewed: 5/9/22