Policy 4860 – Personnel Records
Personnel files on all employees will be maintained in the District’s administrative offices. It is the intent
of the Board of Education to maintain complete and current personnel files, including all information
necessary to comply with the Fair Labor Standards Act, for all District employees.
The District will maintain the following information in personnel files: applications, certification
documents, performance evaluations, current transcripts, employment contracts and performance
related documents. Medical records, including health insurance records, will be maintained separately.
Files containing immigration records will be kept separate from personnel files.
The personnel file(s) of an individual employee will be considered confidential to the extent allowed by
law. Access to personnel files will be on a strict need-to-know basis by appropriate District
administrators, legal counsel or state agencies with authority.
Upon request to and in the presence of the appropriate administrative official, any employee will have
the right during regular working hours to inspect his/her own personnel file, with the exception of the
ratings, reports and records obtained prior to the employment of the individual, including confidential
placement papers.
Information of a critical nature will not be entered or filed in the employee’s personnel folder until the
employee is given notice, as well as an opportunity to review the information and comment thereon.
The employee will have the right to append a reply to the statement, which will also be included in the
folder.