Code: GBL-AR
Adopted: 8/22/05
Readopted: 1/8/07
Orig. Code(s): 537
Personnel Records
The official record file may contain all official personnel records, to include, but not limited to the following items:
1. Completed application for employment;
2. Academic transcripts and other records of academic work bearing on salary placement and/or adjustments;
3. Employment contracts;
4. Teacher certification information;
5. Performance evaluation reports which may include annual goals and observation reports;
6. Copies of commendations, complaints, and suggestions relative to performance;
7. Worker compensation reports and records (separate confidential file);
8. Records of disciplinary action;
9. Attendance and punctuality data;
10. Financial records, including salary placement information, annual salary notification, deductions and benefits, social security and other tax information extended responsibility assignments and payments, and records relating to paid and unpaid leaves when leave benefits may be accumulated (sick leave, etc.) may be kept separately from the employment file, in the district's payroll office;
11. Termination data;
12. Any signed replies, comments, explanation, or rebuttals by the employee. In the event of failure to sign, the material will be placed in the file with a statement that the teacher refused to sign it.
All documents, communications, and records dealing with the processing of a grievance shall be filed in a separate grievance file.
The official personnel file shall be maintained in the administration office at all times, but administrators and supervisors may maintain a working personnel file to retain information needed in the supervision and evaluation of that employee.
Personnel records of district employees shall be available for use during normal office hours and inspection only by the following unless otherwise required by law:
1. The individual district employee;
2. Others designated in writing by the district employee;
3. A member of the Board when such inspection is pertinent to carry out the responsibilities of Board membership or as otherwise specifically authorized by the Board;
4. The superintendent and members of the administrative staff;
5. District administrators and supervisors shall have access to the personnel records of employees they currently or prospectively supervise;
6. Attorneys for the district on matters of district business;
7. The superintendent may permit persons other than those specified above to use and inspect employee personnel records when the person requesting access has a legitimate official purpose for using or inspecting such records.
Release of personnel records to parties other than those authorized above shall be only upon submission of a subpoena.
Not withstanding the foregoing, the disciplinary records of a school employee convicted of a crime listed in ORS 342.143 may be released to any person upon request. "Disciplinary records" is defined as records related to a personnel discipline action or materials or documents supporting that action. Prior to disclosure, the district shall remove any personally identifiable information from the record that would disclose the identity of a child, a crime victim or a school employee who is not the subject of the disciplinary record.