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400.30 Employee Records

The district will maintain personnel records on employees. The records are important for the daily administration of the educational program, for implementing board policy, for budget and financial planning, and for meeting state and federal requirements.

The records will include, but not be limited to, records necessary for the daily administration of the district, salary records, evaluations, applications for employment, references, and other items needed to carry out board policy. Employee personnel files are district records and are considered confidential records. Therefore, they are not generally open to public inspection or accessibility except as permitted by law. Only in certain instances, when the employee has given a signed consent and/or where required by court order, will employee personnel records be accessible to individuals other than the employee or authorized district officials. Board members will only have access to an employee’s file when it is necessary because of an employee-related matter before the board.

Employees may have access to their personnel files, with the exception of letters of reference, and may copy items from their personnel files at a time mutually agreed upon by the superintendent/designee and the employee. The district may charge a reasonable fee for each copy made. Employees will not be allowed access to the employment references written on behalf of the employee. The employee’s right to access includes the right to make written objections to any information contained in the file. Any written objection must be signed by the employee; it shall become part of the employee’s personnel file.

The Director of Human Resources /designee shall be the records manager for and custodian of employee personnel files and shall have overall responsibility for maintaining and preserving the confidentiality of employee personnel files. The Board Secretary shall be the records manager for all financial employment records. The relevant records manager shall be responsible for granting or denying access to records.

It is the responsibility of the superintendent/designee to keep employees’ personnel files current and to develop administrative regulations for the implementation of this policy.

Legal Reference:
Iowa Code Chapters. 20; 21; 22; 91B

Cross Reference:
805.10 School District Records

R.R. 1 400.30

Employee Personnel Records Content

  • Employee personnel records may contain the following information:
    • Personal information including, but not limited to, name, address, telephone number, emergency numbers, birth date and spouse.
    • Individual employment contract.
    • Evaluations.
    • Application, resume and references.
    • Salary information.
    • Copy of the employee’s license or certificate, if needed for the position.
    • Educational transcripts.
    • Assignment.
    • Records of disciplinary matters.
  • Employee health and medical records are kept in a file separate from the employee’s personnel records. Health and medical records may contain, but are not limited to:
    • Medical professional signed physical form.
    • Long-term disability leave days.
    • Worker’s compensation claims.
    • Reasonable accommodation made by the district to accommodate the employee’s disability.
    • Employee’s medical history.
    • Family and medical leave request forms.
  • The following are considered public personnel records available for inspection:
    • The name and compensation of the individual, including any written agreement establishing compensation or any other terms of employment, except for that information that is otherwise protected. “Compensation” includes the value of benefits conferred including, but not limited to: casualty, disability, life or health insurance, other health or wellness benefits, vacation, holiday and sick leave, severance payments, retirement benefits and deferred compensation;
    • The dates the individual was employed by the government body;
    • The positions the individual holds or has held with the government body;
    • The educational institutions attended by the individual, including any diplomas and degrees earned, and the names of the individual’s previous employers, positions previously held and dates of previous employment;
    • The fact that the individual was discharged as the result of a final disciplinary action upon the exhaustion of all applicable contractual, legal and statutory remedies; and,
  • Personal information in confidential personnel records of government bodies relating to student employees shall only be released pursuant to the Family Educational Privacy Rights Act (FERPA.)

Applicant File Records Content

Records on applicants for positions with the district are maintained in the central administration office via the electronic application system. The records shall include, but need not be limited to:

  • Application for employment.
  • Resume.
  • References.
  • Evidence of appropriate license or certificate, if necessary for the position for which the individual applied.
  • Affirmative action form, if submitted.

Record Access

Only authorized district officials shall have access to an employee’s records without the written consent of the employee. Authorized district officials may include, but need not be limited to: the superintendent, the employee’s building principal, the employee’s immediate supervisor, and/or Board Secretary. In the case of a medical emergency, the school nurse or other first aid or safety personnel may have access to the employee’s health or medical file without the consent of the employee. Board members will only have access to an employee’s personnel file without the consent of the employee when necessary for the conducting of board business.

When the employee gives written consent for the release of their records, the written consent must specify the records to be released and to whom they are to be released. Each request for consent must be handled separately; blanket permission for release of records and/or information shall not be accepted.

Employee records may be released without the written consent an employee when required by subpoena and/or court order.

Employee Record Retention

All employee records, except payroll and salary records are maintained for a minimum of one year after termination of employment with the district. Applicant records are maintained for a minimum of one year after the position is filled. Payroll and salary records are maintained for a minimum of three years after payment.

January 18, 2010

January 16, 2012
May 15, 2017
November 18, 2021

May 15, 2017
December 21, 2021