Policy 4330-1

Selection and Assignment of Employees

Employee Records

Reviewed and affirmed by the Board:  8/25/2020
Last Revision: 
Original publish date: 01/27/2015
Related policies & regulations:  
Legal references:  79-539; 79-8,109

  

1. The official personnel records of all employees shall be maintained by the District Human Resources Division.
2. An employee’s personnel file may contain an application and supporting documentation, personnel action forms, evaluative materials, contracts and other documents as determined by the Associate Superintendent for Human Resources or designee.
3. Determination of what becomes or remains part of the personnel file is the responsibility of the Associate Superintendent of Human Resources or designee.
4. An employee or authorized representative can only review his/her personnel file by scheduling an appointment with an administrator or supervisor in the Human Resources Division.
5. At the time of the personnel records appointment, the employee will sign acknowledgement of the review.
6. A teacher, administrator or other employee shall have the opportunity, upon request, to review the employee’s personnel file and to include a response in the personnel file.
7. Anonymous letters, materials and/or records of anonymous phone calls shall not be placed in an employee’s personnel file.
8. The District will maintain other employee records as necessary to conduct business and comply with all state and federal rules, regulations and laws. These records are only available for review by designated administrators and supervisors.  Examples of these records may include, but are not limited to, medical records, background checks, Employment Eligibility Verifications (I-9) forms, payroll records, HCRT/ADA and workers’ compensation files.