401.5R1 Employee Records Regulation



1.         Employee personnel records may contain the following information:


            •           Personal information including, but not limited to, name, address, telephone number, emergency numbers, birth date and spouse.

            •           Individual employment contract

            •           Evaluations

            •           Applications, resume and references

            •           Salary information

            •           Copy of the employee’s license or certificate, if needed for the position

            •           Educational transcripts

            •           Assignment

            •           Records of disciplinary matters


  1. Employee health and medical records shall be kept in a file separate from the employee’s personnel records.Health and medical records may contain, but are not limited to:

•           Medical professional signed physical form.

•           Sick or long-term disability leave days.

•           Worker’s compensation claims

•           Reasonable accommodation made by the school district to accommodate the employee’s disability

•           Employee’s medical history

•           Employee emergency names and numbers

•           Family and medical leave request forms


Applicant File Records Content


Records on applicants for positions with the school district shall be maintained in the central administration office. The records shall include, but not be limited to:


            •           Applicant for employment

            •           Resume

            •           References

            •           Evidence of appropriate license or certificate, if necessary, for the position for which the individual applied

            •           Affirmative action form, if submitted


Record 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 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.


Confidential records include, but are not necessarily limited to, birth dates, addresses, gender, employment applications, performance evaluations and individual test scores.


Employee Record Retention


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 seven years after the position was filled.  Payroll and salary records shall be maintained for a minimum of three years after payment.