Master Employee Personnel File
A master employee personnel file may contain, but is not limited to:
1. Applications.
2. Evaluations and other performance documentation. Derogatory material in a teacher's
personnel file shall be subject to review every four (4) years and may be removed by mutual
agreement. Complaints will not be incorporated into a teacher's evaluation or personnel file
unless the teacher has been informed of the complaint and has been afforded the opportunity
to reply to such complaint.
3. Salary records.
4. Payroll withholding records.
5. Summary record of leaves taken.
6. Personal information including, but not limited to: name, address, telephone number,
emergency numbers, and spouse.
7. Individual employment contract.
8. Employee benefit records.
In accordance with the retention schedule established by the Missouri Secretary of State's Office,
records in a master employee personnel file will be retained for 75 years from the date of hire with
the following exceptions:
1. Employee benefit records, other than year-end leave balance reports and the official copy of
retirement enrollment records, will be retained for three (3) years after employee separation
or eligibility for the benefit has expired. Year-end leave balance reports and the official copy
of retirement enrollment records will be retained for the full 75 years.
2. Withholding allowance certificates (W-4 forms) and wage and tax statements (W-2 forms)
will be retained for five (5) years after employee separation or after the form has been
superseded.
3. Records relating to employee leave requests will be retained for three (3) years after
completion of an audit of these records.
Immigration Records File
Each employee must complete an Eligibility Verification (I-9) Form and produce documents that
establish his or her identity and eligibility to work. Form I-9 contains a list of documents that will
fulfill this requirement. The district will retain I-9 forms for three (3) years or the length of
employment plus one (1) year, whichever is greater, and shall maintain them in a separate file from
the employee's other personnel records.
The district will also participate in a federal work authorization program to further verify the
employment eligibility of every employee. This verification only applies to employees hired after
the district's enrollment in the program. The district will retain a copy of the dated verification report
in the same file and for the same length of time as the employee's I-9 form.
The district will also retain documentation associated with a Social Security Administration no-match letter.
Employee Health and Medical File
Employee health and medical records shall be kept in a file separate from the employee's other
personnel records. The employee health and medical file may contain, but is not limited to:
1. Medical examination records and related documentation.
2. Records pertaining to an employee's disability, including documentation of employer
accommodations.
3. Documentation of work-related illnesses or injuries.
4. Records of exposure to hazardous conditions or materials.
5. Drug-testing records.
6. Physician statements.
7. First aid incident reports.
8. FMLA-related records.
In accordance with the retention schedule established by the Missouri Secretary of State's Office, the
district shall retain records in this file for seven (7) years after separation except that records relating
to hazardous exposure shall be retained for 30 years after separation.
Record Access
Personnel records are closed, as authorized by law. Only authorized school officials shall have
access to an employee's personnel records without the written consent of the employee. Medical
records and I-9 forms will be available only to school officials who need to know the information
contained in those records. Board members will have access to an employee's personnel file only
when necessary for Board business as determined by the Board.
* * * * * * *
Note: The reader is encouraged to review policies and/or forms for related information in this
administrative area.
Implemented: 06/11/2009
St. Charles R-VI School District, St. Charles, Missouri
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