STAFF PERSONNEL

Series 400

 

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

 

1. 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

 

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
  • 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:

June 2001

June 2004

July 2007

August 2013

October 2016

January 2021

June 2023