Employee Records Regulations

401.05R1 – Employee Records Regulations

Maintenance of Employee Records

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, except those that shall be kept confidential according to state and federal law; Educational transcripts; Copy of the employee’s license or certificate, if needed for the position; Individual employment contract; Job description and/or assignment; Salary information; Tax documents, including, but not limited to IRS Form W–4; Written attendance records; Evaluation documents; Complaints; Performance improvement plans; Documents concerning any raise, promotion, pay decrease or demotion; Records of disciplinary matters; Receipts and/or acknowledgments of any employee-related material, including policies and handbooks; Letters of termination and/or resignation; Documentation relating to an employee’s unemployment benefits; and Documentation relating to an employee’s employment ceasing.

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, including, but not limited to, medical records and/or notes; Employee’s 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 District to accommodate the employee’s disability. 

Employee immigration forms, specifically Form 1-9, are kept separate from employee personnel records and may be kept in a file that houses all employees’ immigration forms for the U.S. Citizenship and Immigration Services.