401.5 - Employee Records
401.5 - Employee RecordsThe District shall maintain personnel records on employees. These records are important for the daily administration of the educational program, implementing board policy, budget and financial planning, and meeting state and federal requirements.
Employee records shall include, but not be limited to, records necessary for the daily administration of the District, salary records, evaluations, application for employment, references, and other items needed to carry out board policy. Employee personnel files are District records and considered confidential records and therefore are not generally open to public inspection or accessibility. Only in certain limited instances, when the employee has given a signed consent, will employee personnel records be accessible to individuals other than the employee or authorized school officials.
Employees may have access to their personnel files, and copy items from their personnel files at a time mutually agreed upon between the Superintendent or designee and the employee. The District may charge a reasonable fee for copies. Board members will generally only have access to an employee's file when it is necessary because of an employee related matter before the Board.
The Superintendent is responsible for keeping employees' personnel files current. The Board Secretary shall be the custodian of employee records.
Approved: December 2008
Reviewed: February 2022
Revised: February 2022
401.5R1 - Employee Records Regulation
401.5R1 - Employee Records RegulationEmployee Personnel Records Content
1. Employee personnel records may contain the following information:
Personal information including, but not limited to, name, address, telephone number, emergency numbers, birth date;
Evaluations;
Application, resume and references;
Salary information;
Copy of the employee's license or certificate, if needed for the position;
Educational transcripts;
Medical professional signed physical form;
Reasonable accommodation made by the school district to accommodate the employee's disability;
Records of disciplinary matters.
2. Employee health and medical records shall be kept in a file separate from the employee's personnel records. Health and medical records may contain, but are not limited to:
Medical professional signed physical form;
Long-term disability leave days;
Worker's compensation claims;
Family and medical leave request forms.
Applicant File Records Content
Records on applicants for positions with the school district shall be maintained in the central administration office. The records shall include, but not be limited to:
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.
Record Access
Only authorized school officials shall 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. 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.
Confidential records include, but are not necessarily limited to, birth dates, addresses, gender, employment applications, performance evaluations and individual test scores.
Employee Record Retention
All employee records, except payroll and salary records, shall be maintained for a minimum of seven years after termination of employment with the district. Applicant records shall be maintained for a minimum of seven years after the position was filled. Payroll and salary records shall be maintained for a minimum of three years after payment.