Employee personnel records may contain the following information:
• Personal information, including, but not limited to: name, address, telephone number, emergency numbers, birthdate, and spouse
• Individual employment contract
• Evaluation documents
• Application, resume, and references, expect those that shall be kept confidential according to state and federal law
• Salary information
• Copy of employee's license or certificate, if needed for the position
• Educational transcripts
• Job description and/or assignment
• Records of disciplinary matters
• Tax documents, including, but not limited to, IRS Form W-4.
• Written attendance records.
• Complaints.
• Documents concerning any raise, promotion, pay decrease or demotion.
• Receipts and/or acknowledgements of any employee related material, including policies and handbooks.
• Letters of termination and/or resignation.
• Documentation relating to an employee’s unemployment benefits.
• Documentation regarding the employee’s separation from employment.
• Employee health and medical records are kept in a file separate from the employee’s personnel records. Health and medical records may contain, but not limited to:
• Medical professional signed physical form
• Sick or long-term disability leave days
• Worker's Compensation claims
• Reasonable accommodations made by the school district to accommodate the employee's disability
• Employee's medical history, including, but not limited to, medical records and/or notes.
• Employee emergency names and numbers
• Family and medical leave request forms
• Employee immigration forms, especially Form I-9, are kept separate from employee personnel records and may be kept in a file that houses all employees’ immigration forms for the United States Citizenship and Immigration Services.
• Records on applicants for positions with the school district shall be maintained in the central administration office. The records may include, but not limited to:
• Application for employment
• Resume
• References, except those that shall be kept confidential according to state and federal law
• Evidence of appropriate license or certification, if necessary for the position for which the individual applied
• Affirmative action form, if submitted
Records 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 information 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, 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.
Employee Records Retention
All employee records, except payroll and salary records, shall be maintained for a minimum of seven years after termination of employment with the school district. Applicant records shall be maintained for a minimum of seven years after the position was filled. Payroll and salary records shall be maintained for a minimum of three years after payment.
