Board Policies

Last revised: August 8, 2016

402.14

Personnel Files; Release of Information

Policy Title: Personnel Files; Release of Information Code No. 402.14 

A confidential file of employment records shall be maintained for each employee in the central administration office. Included in the file shall be the following, without limitation: licenses and transcripts if required, employment application, references, contracts of employment, formal evaluations, disciplinary reports, and wage information. Information on leave usage may be maintained separately. 

Confidential health information shall be maintained separately, such as: 

• medical forms, 

• sick or long-term disability leave days, 

• worker's compensation claims, 

• emergency information, 

• family and medical leave request forms, and 

• reasonable accommodations of an employee's disability. 

Except in limited instances allowed by law, only the superintendent or designee, the director of human resources, the employee's supervisors, the building principals, the Board of Education secretary, the employee, and authorized representatives of the District or of the employee shall have access to the confidential employee files without the employee’s consent or a valid subpoena. However, information for tax purposes, for qualification for benefits, and for wage garnishment may be released. 

Employees who have listed the District as a place of employment or who have listed a District employee as a reference shall be deemed to have granted permission to the District to release information which may be included in the personnel file. Information from confidential health records shall not be released, however, without permission of the employee. This does not preclude release of leave usage information to a prospective employer, however. 

The following information only will be confirmed to any entity with whom an employee has applied for credit or has obtained credit: title of position, income, and number of years employed. This information will be released without prior written notice to the employee. Confidential information about the employee will not be released to an inquiring creditor without a written authorization from the employee. 

Each employee shall have the right to review the contents of his/her own confidential personnel file maintained in the central administration office, except for confidential credentials or reference letters. An employee desiring to view the contents of his/her file shall make a request to the director of human resources. No papers may be removed from the file, but copies may be obtained. The District may 

Personnel Files; Release of Information 

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charge a reasonable fee for copies. The employee shall have the right to respond in writing to materials contained in the file. 

All employee records, except payroll and salary records, shall be maintained for a minimum of seven years after termination of employment with the District. Applicant records shall be maintained for a minimum of three years after the position was filled. 

Date of Adoption: November 9, 1998 

Date of Revision: March 20, 2000 

November 25, 2002 

September 22, 2008 

June 10, 2013 

August 8, 2016

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Date of Adoption

November 9, 1998

Date of Revision

March 20, 2000
November 25, 2002
September 22, 2008
June 10, 2013
August 8, 2016

Date of Review
August 08, 2016