401.05 – Employee Records

The district may maintain personnel records on employees. These records are important for the meeting of the district’s overall goals and objectives and mission statement, the daily administration of the educational policy, and meeting state and federal legal requirements. 

Each employee’s personnel file may include any documentation relating to the employee, including by not limited to, personal information regarding the employee, employee discipline records, employee evaluations, and salary records, and other documentation necessary to carry out the daily administration of the district. 

Each employee’s personnel file and the contents of such are district records and are considered confidential records, and therefore, are not generally open to public inspection or accessibility, 

Employees may have access to their individual personnel files as required by law. Other school administrators and Board members will have access to an employee’s personnel files as required by law. 

It shall be the responsibility of the superintendent to keep employee’s personnel files current. The Board secretary shall be the custodian of the employee personnel files and all other employee records. 

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

Applicant for Employment Records 

Records on applicants for positions with the District, which are maintained in the central administration office, may contain, but are not limited to, the following information: Application for employment; Resume; References, except those that shall be kept confidential according to state and federal law; Evidence of appropriate license or certificate, if necessary for the position for which the individual applied; Affirmative action form, if submitted. 

Access to Records

The Board shall allow current and former employees access to their files pursuant to state and federal law. 

The Board shall allow only authorized school officials 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. 

The general public may have access to an employee’s personnel records and/or personnel information as permitted by law. Specifically, the general public may have access to the following information: 

An employee’s name and compensation, including any written agreement establishing compensation or any other terms of employment excluding any information otherwise protected under the law. 

Compensation means payment of, or agreement to pay, any money, a thing of value, or financial benefit conferred in return for labor or services rendered by an official, officer, or employee plus the value of benefits conferred including but not limited to casualty, disability, life, or health insurance, other health or wellness benefits, vacation leave, holiday leave, sick leave, severance payments, retirement benefits, and deferred compensation.

The dates the employee was employed by the District. The positions the employee holds or has held with the District. The educational instructions attended by the employee, including any diplomas and degrees earned, and the names of the employee’s previous employers, positions previously held, and dates of previous employment. 

The fact that the employee was discharged as the result of a final disciplinary action upon the exhaustion of all applicable contractual, legal, and statutory remedies. 

Retention of Records 

All employee records, except payroll and salary records, are maintained for a minimum of seven (7) years after termination of employment with the District. Applicant records are maintained for a minimum of three (3) years after the position was filled. Payroll and salary records are maintained for a minimum of three (3) years. 

Date of Adoption: January 10, 2014 

Reviewed & Revised: September 17, 2018 

401.05R1 Employee Records Regulations