401.5R1 EMPLOYEE RECORDS REGULATION

   

Employee 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 and spouse.

• Individual employment contract.

• Evaluations.

• Application, resume and references.

• Salary information.

• Copy of the employee's license or certificate, if needed for the position

• Educational transcripts.

• Assignment.

• 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.

• Sick or long-term disability leave days.

• Worker's compensation claims.

• Reasonable accommodation made by the school district to accommodate the employee's disability.

• Employee's medical history.

• Employee emergency names and numbers.

• Family and medical leave request forms.

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;

• The fact that the individual resigned in lieu of termination, was discharged, or was demoted as a result of a disciplinary action, and the documented reasons and rationale for the resignation in lieu of termination, the discharge, or the demotion.  “Demoted” or “demotion” mean a change of an employee from a position in a given classification to a position in a classification having a lower pay grade; and 

• 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.)

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 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.  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.

 

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 minimum of one year after the position was filled. Payroll and salary records shall be maintained for a minimum of three years after payment. 

Approved   1/22/01          Reviewed    2/24/2020    Revised 5/15/24