5260 Personnel Records
The district shall organize, compile and maintain personnel records and files for each staff member of the district which will be kept secure under the authority of the superintendent/designee. The contents of the personnel files will be available to the superintendent/designee and to those staff authorized by the superintendent/designee to organize, compile and maintain the files. Any confidential college or university credentials or other confidential pre-employment materials received by the district will be returned to the sender or maintained in personnel records, such as an application file.
A certificated or classified staff member will be permitted, during normal district business hours, to review the contents of their personnel file in the presence of an authorized staff member. Personnel files may be maintained by the district in hard copy or in an electronic format.
A staff member annually may request that the superintendent/designee review all information in the staff member's personnel file(s) to determine if there is any irrelevant or erroneous information in the file(s), and will remove all such information from the file(s). If a staff member does not agree with the determination, the staff member may at their request have placed in the staff member's personnel file a statement containing a rebuttal or correction.
Board Policy 4040 Public Access to District Records
RCW 28A.405.250 Certificated employees, applicants for certificated position, not to be discriminated against – Right to inspect personnel file
RCW 42.56.230(3) Certain personal and other records exempt (from public inspection)
RCW 49.12.240‑260 Employee inspection of personnel file
Policy & Legal News Oct. 2015
REVISED: 11/24/98; 9/28/06; 12/17/15
Procedure No. 5260P Personnel Records
The district will maintain a personnel file for each of its staff members.
Staff Member's Access to Their Personnel File
Any staff member has the right to examine and copy materials from and/or have copies made of their personnel file during regular business hours.
The superintendent or designee must be present when a staff member is given access to their personnel file in order to offer the staff member assistance and interpretation of material contained in the file.
The district will establish a copy fee.
Access by Others to a Personnel File
In addition to the superintendent and designee, a member of the board, when authorized through board action, will have access to staff personnel files.
Any person authorized by a valid court order will have access to personnel files.
Principals and/or immediate supervisors may examine the files of staff employed in their building.
Any individual who has the written permission of a staff member may request to examine the staff member's records.
Contents of Personnel File
A personnel file may contain, but is not limited to, transcripts from colleges or universities, a record of previous employment, evaluations, professional assessment instruments, letters of recommendation and copies of district contracts. All material in the personnel file must be related to the staff member's work, position, salary or employment status in the district. A staff member may petition that the personnel office review all information in the personnel file. The personnel office shall determine if there is any irrelevant information and shall remove all such from the file. If the staff member does not concur with that material that remains, the staff member may file a statement of rebuttal or correction to be placed into the file.
The superintendent is responsible for placing material in the proper personnel file within 10 days of receipt or origination of said material. All materials placed in a personnel file will be signed and dated. When material is critical of a staff member, the person responsible for placing this material in the staff member's file must forward a copy of the material to the staff member. Any material critical of a staff member which is not shown to them within 10 days after placement in their file will not be allowed as evidence in any grievance or disciplinary action against such staff member.
Staff Member's Right to Object to Material Added
Appeal. A staff member may appeal to the superintendent for the removal of any material placed in their personnel file. This must be done by requesting a conference with the party involved for the purpose of examining the questioned material. If the staff member is not satisfied with the decision, they may file a grievance according to district policy.
Rebuttal. A staff member has the right to submit a written statement of rebuttal relating to any material in their personnel file and have the written rebuttal placed within the file. A former staff member will retain the right of rebuttal or correction for a period not to exceed two (2) years.
RECRUITMENT AND PERSONNEL SELECTION
5000 Recruitment and Selection of Staff
5001 Hiring of Retired School Employees
5005 Employment: Disclosures, Certification, Assurances and Approval
5006 Certification Revocation
5010 Nondiscrimination and Affirmative Action
5011 Sexual Harassment of District Staff Prohibited
5020 Collective Bargaining
5021 Applicability of Personnel Policies
5201 Drug-Free Schools, Community and Workplace
5202 Mandated Drug and Alcohol Testing Program
5203 Staff Assistance Program
5222 Job-Sharing Staff Members
5231 Length of Work Day
5240 Evaluation of Classified, Certificated and Administrative Staff
5251 Conflicts of Interest
5252 Staff Participation in Political Activities
5253 Maintaining Professional Staff/Student Boundaries
5254 Staff Responsible Use
5260 Personnel Records
5270 Resolution of Staff Complaints
5271 Reporting Improper Governmental Action (Whistleblower Protection)
5280 Separation from Employment
5281 Disciplinary Action and Discharge
5310 Compensation Schedules
5315 Garnishment & Personal Credit Problems
5400 Personnel Leaves
5401 Sick Leave
5403 Emergency Leaves
5404 Family, Maternity and Military Caregiver Leave
5406 Leave Sharing
5407 Military Leave
5408 Jury Duty and Subpoena Leave
5409 Unpaid Holidays for Reason of Faith or Conscience
5510 Retirement Programs
5520 Staff Development
5521 Teacher Assistance Program
5525 Professional, Civic, and Service Organization Memberships
5610 Substitute Employment
5612 Temporary Administrators
5641 Student Teachers