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FILE:  GBL
CRITICAL

 

PERSONNEL RECORDS

 


It is the intent of the Board of Education to maintain complete and current personnel files, including all information necessary to comply with the Fair Labor Standards Act, for all district employees.


The file of an individual employee will be considered confidential information and will only be available to authorized administrative personnel and to the employee. Individually identifiable personnel records, performance ratings or records pertaining to employees or applicants for employment are closed records under the Missouri Sunshine Law to the extent allowed by law. Pursuant to state law, the names, positions, salaries and lengths of service of all employees are public information and must be released upon request. In accordance with federal law, the district shall release to parents, upon request, information regarding the professional qualifications and degrees of teachers and the qualifications of paraprofessionals who are employed by a school receiving Title I funds and who provide instruction to their child at that school.


There shall be only one (1) personnel file for each individual employee maintained in the central office by the Assistant Superintendent of Human Resources. Files containing immigration records and files containing medical information regarding an employee will be kept separate from personnel files.


Upon request to and in the presence of the appropriate administrative official, any employee will have the right to inspect his or her own personnel file during regular working hours, with the exception of the ratings, reports and records obtained prior to the employment of the individual, included in confidential placement papers.


Information of a derogatory nature will not be entered or filed in the employee's personnel folder until the employee is given notice, as well as an opportunity to review the information and comment thereon. The employee will have the right to append a reply to the statement, which will also be included in the folder.


Records Required -- Professional Staff


The administration shall maintain a personnel file in the office of the superintendent for each teacher it employs. It shall be the responsibility of each teacher to submit the following credentials during the first week of school.

 

        An official and complete transcript of college credits.

 

        A valid Missouri teaching certificate for the subjects or grades being taught.

 

        Withholding exemption certificates -- federal and Missouri.

 

        Membership number in the Public School Retirement System of Missouri.

 

        Social Security number.

 

        Change of address, if applicable.


Records Required -- Support Staff


The administration shall maintain a personnel file in the office of the superintendent for each support staff employee. It shall be the responsibility of each employee to submit the following credentials during the first week of employment:

 

        A completed application form.

 

        Withholding exemption certificates -- federal and Missouri.

 

        A health certificate for bus drivers only.

 

        Membership number in the Non-Teacher School Employee Retirement System of Missouri.

 

        Social Security number.

 

        Change of address, if applicable.


Release of Paychecks


It is the responsibility of the individual employee to make any corrections or changes that occur during the time of his or her employment with the district.


Paychecks will not be released until all of the required forms have been received by the appropriate administrative office.


* * * * * * *


Note:  The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms for related information.

 

Adopted:       10/14/1993

 

Revised:        01/13/2000; 01/15/2004

 

Cross Refs:    KBA, Public's Right to Know

 

Legal Refs:    §§ 168.128, 610.021(13), RSMo.

Americans with Disabilities Act, 42 U.S.C. §§ 12101 - 12213

29 C.F.R. § 1630.14

Fair Labor Standards Act, U.S.C. §§ 201, et seq.

29 C.F.R. Part 516

Immigration Reform and Control Act, 8 U.S.C. §§ 1324, et seq.

No Child Left Behind Act of 2001, P.L. 107-110

Garcia v. San Antonio Metropolitan Transit Authority, 469 U.S. 528 (1985)


St. Charles School District, St. Charles, Missouri

 

Link to Missouri Statutes

Link to Missouri Regulations

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For Office Use Only: GBL-C.SC6 (07/02)

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