JCBE/POLICY FILE: 522/630.1
Approved: 10/20/77
Revised: 8/15/83
Revised: 3/24/88
Revised: 3/25/93
PERSONNEL RECORDS
Because personnel records are confidential, employee files may be reviewed and released only under conditions which guarantee protection of the employee's right to privacy, and simultaneous protection of management's right to information required to make sound personnel decisions. Moreover, personnel files may be released to government agencies that demonstrate a legal justification for information. Due care of employee records must be exercised at all times.
Maintenance of Records
It is necessary that personnel files contain current information. It is the employee's responsibility to ensure that records contain correct information. The employee shall be responsible for providing records of assignments and evaluations of job performance outside of the Jefferson County Board of Education. It shall be the responsibility of the Board's evaluator to forward the employee's evaluation to the Personnel Division.
Derogatory Statements
If anonymous or derogatory information about an employee is received, the employee shall be-notified and given the opportunity to challenge. In the absence of supporting evidence that the information is accurate, it shall be discarded. No derogatory information about an employee shall be placed in the personnel file without the employee's knowledge.
Grievance Material
No matter pertaining to grievance procedures shall be placed in an employee's personnel file; however, a record of all formal grievances shall be maintained and reported. The report shall include the central parties involved in the grievance, a statement of the issue, and its final disposition.
Employee Access
Employees shall have access to all information in their personnel files and folders after employment with the Jefferson County Board of Education whether the information is kept in the appropriate personnel department or in the personal folder kept by the school principal or department director. Employees who wish to review their records should present a request in writing. Reasonable notice should be given. The employee may review the file in the presence of a designated employee in the Personnel Division. Employees are encouraged to avoid requesting review of their file during the two weeks prior to the opening or closing of school, and the first two weeks of school.
Board and Administrative Access
Since Board members have the responsibility to make informed judgements in personnel matters and are held publicly accountable for their decisions, each Board member shall have complete access to the files of all employees being considered for a personnel action. Otherwise, access to personnel files shall be limited to the employee, the superintendent, the division superintendents, the assistant superintendents, and designated supervisory personnel who may need to review files as determined by the Division Superintendent for Personnel. Requests by supervisory level employees to review personnel files shall be considered and determined on an individual basis by the Division Superintendent for Personnel. A record of review, showing the date and the name of the reviewer, shall be maintained the file.
Upon request, employees may be provided copies of materials in their personnel files. During official sessions, Board members may request copies of the personnel files of employees being considered for a personnel action. Such copies shall be used by Board members in official session only, and the copies will be destroyed after review.
NO COPIES OF ANY PART OF AN EMPLOYEE'S FILE MAY BE MADE FOR BOARD MEMBERS OR PERSONNEL EXCEPT AS SPECIFIED ABOVE.