ARTICLE 10: PERSONNEL FILE
10.1 Material in Personnel File: A file shall be kept for all employees and
shall include, but not be limited to:
a. Application for employment.
b. Initial employment information, such as:
authorization to employ, oath of office, notice of employment, fingerprint
card, medical examination records, and tuberculosis card.
c. Evaluations, employee responses and related materials.
d. Retirement entry or separation material.
e. Any medical information required by law or district policy.
f. Absence and leave records.
g. Payroll related information.
h. Letters, memoranda and formal notes regarding violations of Board policy,
or acts of commission or omission relating to assigned duties.
i. Information relating to any legal action involving the employee and the
District.
10.2 File Maintenance:
The personnel file of an employee shall be maintained at the District's Personnel
Office. All material to be placed in a personnel file shall be processed
through the Director of Personnel Services.
10.2.1
The following procedure shall be followed regarding material of a derogatory
nature:
a. Information of a derogatory nature shall not be entered into or filed unless,
and until, the employee is given notice and an opportunity to review and comment
on the material.
b. The notice will inform the employee that he/she may review the derogatory
material during normal business hours. The employee will be released from duty
for this purpose without loss of pay. The employee must respond within ten
(10) working days from the receipt of the notice or at such time the material
will be filed.
c. The material must be signed and dated by the originating person. Anonymous
documents, letters or other materials will not be filed.
10-1
d. After reviewing such derogatory material, an employee shall have the right
to enter, and have attached to any such derogatory statement, his/her own comments.
Such review shall take place during normal business hours, and the employee
shall be released from duty for this purpose without salary reduction.
e. If the employee objects to the material, he/she may request a review by
the Superintendent. The Superintendent or his/her designee will conduct an
investigation of the matter and issue a decision in writing to the employee
to make corrections deemed necessary or to refuse to amend the record. Material
containing allegations determined to be untrue or not founded in fact will
not be included in an employee record.
10.3 Personnel File Review:
An employee, or his/her authorized representative, shall have the right at
reasonable times, to examine and/or obtain copies of any material from the
employee's personnel file with the exception of material that includes ratings,
reports or records which were obtained prior to the employment of the employee
involved.
10.3.1
If because of duty hours assigned, the employee is prevented access to his/her
personnel file during normal business hours, the employee will be released
from duty without loss of pay.
10.3.2
All personnel files shall be kept in confidence and shall be available for
inspection only to management and confidential employees with a valid "right
to know".