Kent City Community Schools
Bylaws & Policies
 

8320 - PERSONNEL FILES

It is necessary for the orderly operation of the School District to prepare a personal information system for the retention of appropriate papers bearing upon an employee's duties and responsibilities to the District and the District's responsibilities to the employee.

The Board of Education requires that sufficient records exist to ensure an employee's qualifications for the job held, compliance with Federal, State, and local benefit programs, conformance with District guidelines, and evidence of completed evaluations. Such records will be kept in compliance with the laws of the State of Michigan.

The Board delegates the maintenance of an employee personal information system to the Superintendent.

A single central file shall be maintained.

Only that information which pertains to the professional role of the employee and submitted by duly authorized school administrative personnel and the Board may be entered in the official record file. The employee shall be informed whether requested information is legally required or s/he may decline to supply the information.

A copy of each such entry shall be given to the employee upon request except for matters pertaining to pending litigation.

A copying cost will be charged for each copy given to the employee at his/her request at the rate of .10 per copy copying cost.

The employee shall have access to his/her file upon request.

Personnel records shall not be available to Board members and School administrators except as may be required in the performance of their job.

Any employee who inappropriately releases information, or uses confidential information for personal reasons, will be disciplined in accordance with established policies and procedures. If an employee is approached to provide information inappropriately, the employee must refuse to release the requested information in accordance with applicable procedures or refer the requestor to the employee’s immediate supervisor.

Personnel wishing to review their own records shall:

 A.request access in writing or phone call;

 B.review the record in the presence of the administrator designated to maintain said records or designee;

 C.make no alterations or additions to the record nor remove any material therefrom;

 D.sign a log attached to the file indicating date and person reviewing.

Personnel wishing to appeal material in their record as to its accuracy, completeness, relevance or timeliness shall make a request in writing to the administrator delegated to maintain the records and specify therein:

 A.name and date;

 B.material to be appealed;

 C.reason for appeal.

The responsible administrator shall hear the appeal and make a determination within ninety (90) days of the appeal in accordance with law.

The Superintendent shall prepare administrative guidelines defining which personnel records are to be maintained.

M.C.L.A. 15.231 et seq.

Revised 6/06