416 - Employee Records

Policy Title: Employee Records Code No.: 416

The school district shall maintain personnel records on employees. The records are important for the daily administration of the educational program, for implementing board policy, for budget and financial planning, and for meeting state and federal requirements.

The records shall include, but not be limited to, records necessary for the daily administration of the school district, salary records, discipline records, evaluations, applications for employment, references, and other items needed to carry out board policy. Employee personnel files are school district records and are considered confidential records and therefore are not open to public inspection or accessibility.

Employees may have access to their personnel files as required by law. The school district may charge a reasonable fee for copies made.

It shall be the responsibility of the superintendent and/or designee to keep employees’ personnel files current. The board secretary shall be the custodian of employee records.

It shall be the responsibility of the superintendent and/or designee to develop administrative regulations for the implementation of this policy.

Date of Adoption/Revision:

June 2001

June 2004

July 2007

August 2013

October 2016

January 2021

dawn@iowaschoo… Mon, 02/10/2020 - 07:34

416R1 - Employee Personnel Records Content

STAFF PERSONNEL

Series 400

Policy Title: Employee Personnel Records Content Code No.: 416 R1

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
- Individual employment contract
- Evaluations documents
- Application, resume, and references, except those that shall be kept confidential according to law
- Salary information
- Copy of employee’s license or certificate, if needed for the position
- Educational transcripts
- Records of disciplinary matters
- Assignment

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
- Employee's medical history
- 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
- Employee emergency names and numbers

3. The following are considered public personnel records available for inspection:

The name and compensation of the individual, including any written agreement establishing compensation or any other terms of employment, except for that information that is otherwise protected. “Compensation” includes the value of benefits conferred including, but not limited to: casualty, disability, life or health insurance, other health or wellness benefits, vacation, holiday and sick leave, severance payments, retirement benefits and deferred compensation;
The dates the individual was employed by the government body;
The positions the individual holds or has held with the government body;
The educational institutions attended by the individual, including any diplomas and degrees earned, and the names of the individual’s previous employers, positions previously held and dates of previous employment;

EMPLOYEE RECORDS REGULATION

Personal information in confidential personnel records of government bodies relating to student employees shall only be released pursuant to the Family Educational Privacy Rights Act (FERPA.)

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 generally will only have access to an employee’s personnel file without the consent of the employee when necessary for the conducting of board business.

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

Date of Adoption/Review/Revision: