Personnel Files and Employee Records

Access to Personnel Files

Access to personnel files is limited to authorized individuals who have a legitimate business need to review the information. This may include:

• Human Resources personnel

• The employee’s immediate supervisor or administrator

• Legal counsel or authorized agents acting on behalf of the District

• Government agencies or regulatory bodies, when disclosure is required by law

Unauthorized access to, or disclosure or use of, information contained in personnel records is strictly prohibited and may result in disciplinary action, up to and including termination of employment.

Employee Access to Records

Employees do not have unrestricted access to their complete personnel file. However, an employee may submit a written request to the Human Resources Department to review specific documents contained in their file. Upon approval, the review shall take place in the presence of a Human Resources representative within seven (7) calendar days of the request, in accordance with applicable regulations.

Copies of certain documents may be provided upon request, subject to District guidelines and applicable legal requirements.

Maintaining Accuracy

Employees are responsible for ensuring that the information maintained in their personnel file is accurate, complete, and current. Required updates include, but are not limited to, changes in name, address, contact information, marital status, educational credentials, and emergency contact information.

If an employee believes that their personnel file contains inaccurate or incomplete information, they must notify the Human Resources Department in writing, clearly identifying the inaccuracy and providing supporting documentation, where applicable. The Human Resources Department will review the request and make corrections as appropriate in accordance with District guidelines and applicable regulations.

Legal Compliance and Disclosure

The District maintains personnel records in accordance with Policy No. 4112.6/4212.6 – Personnel Records. In certain circumstances, the District may be legally obligated to release information from an employee’s personnel file to a third party, including but not limited to a court, law enforcement agency, or regulatory authority. When such disclosure is required, the employee shall be notified unless notification is prohibited by law.