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Personnel Files POLICY NO: 405

ALL DISTRICT PERSONNEL:

A personnel file shall be maintained by this district for each employee. Each file shall contain any and all material relevant to the evaluation of the employee. Timely notice shall be given to the employee of all materials placed in the personnel file. The employee shall have the right to attach a rebuttal to any materials that are objected to by the employee.

Personnel files are confidential with the exception of information contained in the file pertaining to public service or employment history, classification, pay grade and step, longevity, gross salary and salary history, status, workplace and employing agency.

An employee has the right to access his/her own personnel file upon request and shall be provided copies of materials contained in the file. However, an employee is not entitled to access letters of recommendation or material used to screen and test for employment.

CERTIFICATED DISTRICT PERSONNEL:

All certificated employees shall be responsible for maintaining the following information in their personnel file:

  1. A complete application for employment;
  2. A complete copy of the certificated employee’s college credits;
  3. A valid teaching certificate, or a record of its endorsement for use in this school district;
  4. A federal income tax withholding form (W-4);
  5. A social security number;
  6. An I-9 form; and
  7. Any other information or records deemed essential by the Board of Trustees or its agents.

NON-CERTIFICATED DISTRICT PERSONNEL:

All non-certificated employees of this district shall be required to review and sign any entries made to their personnel files.

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ADOPTED: June 18, 1996

LEGAL REFERENCE:

Idaho Code Sections
9-340(36)
33-518
33-506