Number:

524

Section:

Classified Employees

Title:

Personnel Files

Date Adopted:

February 12, 1979

Date Reviewed:

April 26, 2005

Purpose
It is necessary for the orderly operation of the school district to maintain a file for the retention of all papers bearing upon an individual's duties and responsibilities as an employee of the district.

Authority
The Board requires that sufficient records be maintained to ensure an employee's qualifications for the job held, and in compliance with federal and State statutes, local benefit programs, and in conformance with district rules and evidence of completed evaluations.

Delegation of Authority
The Board delegates the establishment and maintenance of official personnel records to the Superintendent and Director of Human Resources.

A central file shall be maintained; supplemental records and supportive documentation may be maintained for ease in data gathering only.

Only that information which pertains to the professional role of the classified employee and is submitted by duly authorized school administrative personnel and the Board may be entered in the official record file.

Personnel records shall not be available to the Board except as may be required in the performance of its functions as a Board.

The personnel files shall be reviewed on an as needed basis, and the material no longer required shall be destroyed.

Personnel wishing to review their own records shall review the record in the presence of the Director of Human Resources or designee to maintain said records. Personnel may not and make no alterations or additions to the record, nor remove any material therefrom.

Personnel wishing to appeal material in their record shall make a request in writing to the administrator delegated to maintain the records and specify therein:

1. name and date
2. material to be appealed
3. reason for appeal

The Director of Human Resources shall prepare guidelines defining the material to be incorporated in personnel records.