The district will maintain a personnel file for each of its staff members.
Staff Member’s Access to Personnel File
Any staff member has the right to examine and copy materials from and/or have copies made of his/her personnel file during regular business hours. When a staff member views their personnel file they must sign and date an acknowledgement form indicating that the personnel file has been reviewed.
The Executive Director of Human Resources or his/her designee must be present when a staff member is given access to his/her personnel file in order to offer the staff member assistance and interpretation of material contained in the file.
The district will establish a copy fee.
Access by Others to a Personnel File
Any person authorized by a valid court order will have access to personnel files.
Principals and/or immediate supervisors may examine the files of staff employed in their building or department.
Any individual who has the written permission of a staff member may request to examine the staff member’s records.
Contents of Personnel File
A personnel file may contain, but is not limited to, professional certificates, transcripts from colleges or universities, a record of previous employment, evaluations, professional assessment instruments, letters of recommendation and copies of district contracts. All material in the personnel file must be related to the staff member’s work, position, salary or employment status in the district. A staff member may petition that the personnel office review all information in the personnel file. The personnel office will determine if there is any irrelevant information and will remove all such from the file. If the staff member does not concur with that material that remains, the staff member may file a statement of rebuttal or correction to be placed into the file.
The Executive Director of Human Resources or designee is responsible for placing material in the proper personnel file within 10 days of receipt or origination of said material. All materials placed in a personnel file will be signed and dated. When material is critical of a staff member, the person responsible for placing this material in the staff member’s file must forward a copy of the material to the staff member. Any material critical of a staff member which is not shown to him/her within 10 days after placement in his/her file will not be allowed as evidence in any grievance or disciplinary action against such staff member.
Staff Member’s Right to Object to Material Added
Appeal. A staff member may appeal to the Executive Director of Human Resources for the removal of any material placed in his/her personnel file. This must be done by requesting a conference with the party involved for the purpose of examining the questioned material. If the staff member is not satisfied with the decision, he/she may file a grievance according to district policy.
Rebuttal. A staff member has the right to submit a written statement of rebuttal relating to any material in his/her personnel file and have the written rebuttal placed within the file. A former staff member will retain the right of rebuttal or correction for a period not to exceed two (2) years.
Former Procedure: 5230-P1
Revised: 12.02.03; 02.05.13