A confidential file of employment records for each employee shall be maintained in the central administrative office. Included in the file shall be the following, without limitation: licenses and transcripts if required, employment application, resume, references, contracts of employment, formal evaluations, disciplinary reports, and wage information. Information on leave usage may be maintained separately. Confidential health information, such as physical forms, sick or longterm disability leave days, worker’s compensation claims, emergency information, family and medical leave request forms, and reasonable accommodations to accommodate an employee’s disability, shall be maintained separately.
Except in limited instances, only the superintendent, the assistant superintendent, the director of human resources, the director of curriculum and special services, the employee’s immediate supervisor, the board secretary, the employee, and authorized representatives of the district shall have access to the confidential employee file without the employee’s consent or a valid subpoena. Members of the board of directors will generally have access to an employee’s file only when necessary because of an employee-related matter before the board, or when necessary to carry out a board duty. However, information for tax purposes, for qualification for benefits, and for wage garnishment may be released without the employee’s consent and without notice to the employee.
Employees who have listed the district as a place of employment or who have listed a district employee as a reference shall be deemed to have granted permission to the district to release information which may be included in the personnel file. Information from confidential health records other than release of leave usage information, shall not be released, however, without permission of the employee.
The following information only will be confirmed to any entity with whom an employee has applied for credit or has obtained credit: title of position, income, and number of years employed. This information will be released without prior notice to the employee. Otherwise, confidential information about the employee will not be released to an inquiring creditor without a written authorization from the employee.
Each employee shall have the right to review the contents of his/her own confidential personnel file maintained in the central administration office, except for confidential credentials or reference letters. An employee desiring to view the contents of his/her file shall make a request to the director of human resources who shall be the custodian of records. Copies may be obtained at a mutually agreed to time; the employee may be charged a reasonable fee. The employee shall have the right to respond in writing to materials contained in the file.
All employee records, except payroll and salary records, shall be maintained for a minimum of seven years after termination of employment with the district. Payroll and salary records shall be maintained for a minimum of three years after payment. Applicant records shall be maintained for a minimum of two years after the position was filled.
- First Adoption:
- 2003-12-10
- Reviewed Dates:
- April 24, 2016/ October 7, 2018/ August 6, 2023
- Legal Reference:
- 22.7(11), 91B.1, 91B.2, 141.10, 279.8, 279.15, Code of Iowa; 281 I.A.C. 12.4(10), 12.4(11); 282 I.A.C. 12.3(3)(d), 12.3(3)(q)