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    Employee Personnel Files

    Administrative Guide for File Room

    October 9, 2015

    General Description

    In accordance with Board Policy 5260 and the district collective bargaining agreements, the district shall organize, compile and maintain personnel records and files for each staff member, which shall be kept in a secure location. The contents of the files shall be available to the Superintendent or his/her designee and to those staff authorized by the Superintendent or his/her designee to organize, compile and maintain the personnel files. Staff who has access to the files shall be required to maintain the confidentiality of the files and their contents.

    A certificated or classified staff member shall be permitted, during normal district business hours, to review the contents of his/her personnel file in the presence of an authorized Human Resources staff member.

    A staff member annually may petition that the Superintendent or his/her designee review all information in the staff member's personnel file(s) that is regularly maintained by the district as a part of his or her business records or is subject to reference for information given to persons outside of the district. The Superintendent or his/her designee shall determine if there is any irrelevant or erroneous information in the file(s), and shall remove all such information from the file(s). If a staff member does not agree with the Superintendent's or his/her designee’s determination, the staff member may at his or her request have placed in the staff member's personnel file a statement containing a rebuttal or correction.

    Personnel Files

    There are three kinds of employee files; personnel files, leave files, and discipline files. The personnel files contain items such as evaluations, certifications, job application, and supporting documents to bring

    the employee on board. Leave files are limited to an employee’s medical and insurance data, and are considered highly confidential. Discipline files are maintained by the Labor & Employee Relations department and contain files pertaining to any disciplinary action. These files are considered highly confidential.

    Certificated Files

    Front left: Evaluations, Performance Letters; Front right: Hiring Paperwork, Continuing Employment paperwork; Back left: Certificates/Permits, Address/Name change form, Correspondence, NCLB (HOUSSE) & highly qualified paperwork, job categories; Back right: Transcripts, Clock Hours.

    Classified Files

    Left: Evaluations, Performance Letters; Right: Hiring & continuing employment paperwork, address/name change form, correspondence/letters, job titles.

    Hourly Files

    Single section: Hiring & continuing employment paperwork, address/name change form, correspondence/letters

    Employee Personal Information (filed separately)

    Any document that contains the employee’s personal information is to be maintained in a separate file or file cabinet, in the file room area.

    • I-9 form
    • Addendum
    • Washington State Sexual Misconduct Disclosure Release form
    • Ethnicity Form (Ethnic Code): In some instances this form stays in personnel file

    Review Employee Personnel File

    Upon the request to review an employee file, the person must:

    1. Fill out Employee's Personnel File Request Form upon arrival at the appointment.
    2. The HR Personnel Records Assistant or other HR staff member will pull the employee file.
    3. A signature approval from a HR Supervisor, HR Manager or HR Director is required before an employee may review the personnel file.
    4. The HR Personnel Records Assistant or other HR staff member must sit with the employee who is reviewing the employee file.
    5. The HR Personnel Records Assistant will maintain a tracking sheet that will show the person who requested the file, date of request, and reason for the request.
    6. The Employee Personnel File Request Form will be placed in the Personnel File reviewed for record keeping.

    Check-out Personnel File

    Whenever it is necessary for a personnel file to be taken out of the File Room, an OUT CARD must be filled out, either by the Personnel Records Assistant or if not available, by the HR staff that requires the file. The Out Card will list the file’s employee name, the current date, and the name of the person checking out the file. Only authorized personnel will be allowed to check out a file.

    File Room Access

    The Personnel File Room door is closed and locked when unoccupied by the Personnel Records Assistant or other authorized HR staff. An authorized badge or key is necessary to enter. No unauthorized person or persons will be allowed in the Personnel File Room.

    The following is a list of those personnel that have access to the file room.

    • Assistant Superintendent HR
    • Directors
    • Managers
    • Supervisors
    • Executive Admin. Asst.
    • Personnel Records Assistant

    Returning a File

    Files are to be returned directly to the Personnel Records Assistant, or left in the inbox during operating hours. The Personnel Records Assistant will replace the file and remove the OUT CARD.