Adoption Date: 06/22/2021

History: 02/22/22 (reviewed), 12/13/22 (reviewed), 12/12/23 (reviewed), 2/11/25 (updated)

The school district will maintain personnel records on employees. The records are important for the daily administration of the educational program, for implementing board policy, for budget and financial planning, and for meeting state and federal requirements.

The records will include, but not be limited to, records necessary for the daily administration of the school district, salary records, evaluations, application for employment, references, and other items needed to carry out board policy. Employee personnel files are school district records and are considered confidential records and therefore are not generally open to public inspection or accessibility. Only in certain limited instances, when the employee has given a signed consent, will employee personnel records be accessible to individuals other than the employee or authorized school officials.

Employees may receive a copy of their personnel file by requesting it from Human Resources. Board members will generally only have access to an employee's file when it is necessary because of an employee-related matter before the board.

It is the responsibility of the superintendent or designee to keep employees' personnel files current. The board secretary is the custodian of employee records.

It is the responsibility of the superintendent or designee to develop administrative regulations for the implementation of this policy.

Policy References:

Legal Reference:

Iowa Code chs. 20; 21; 22; 91B.

Cross Reference:

401.6           Limitations to Employment References

402.1           Release of Credit Information

403.3           Communicable Diseases - Employees

403.3R1       Universal Precautions

403.3E1       Hepatitis B Vaccine Information and Record

708              Care, Maintenance and Disposal of School District Records

901              Public Examination of School District Records