Employee Records Regulations
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;
- Educational transcripts;
- Copy of the employee’s license or certificate, if needed for the position;
- Individual employment contract;
- Salary information;
- Records of disciplinary matters.
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;
- Employee 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 school district to accommodate the employee’s disability.
Applicant for Employment Records Regulation
Records on applicants for positions with the school district, which are maintained in the central administration office, may contain, but are not limited to, the following information:
- Application for employment;
- Evidence of appropriate license or certificate, if necessary for the position for which the individual applied;
- Affirmative action form, if submitted.
Access to Records
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.
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.