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Barre Town Supervisory
District Policy Manual
TITLE: Personnel Files CODE: GBJ
Policy
It is the policy of the Barre Town School
district to develop and maintain complete and secure personnel files that
accurately reflect the experience and service to each staff member
employed by the District.
Administrative Responsibilities
1. General Information: The Superintendent
will maintain a personnel file for each employee of the District and,
unless other wise provided by master contract, its contents will be
confidential and will be released only as required by law or after written
waiver by the employee. Information which could be detrimental to an
employee’s job security will not become a part of an employee’s file until
the employee has examined same and been given an opportunity to append a
response.
A. Employment Related Information shall
include:
1. Application
2. Offer Letter/Letters of Intent
3. Resume and cover letter
4. Reference verification and letter of reference
5. Performance Reviews
6. Disciplinary documentation
7. Acknowledgements and receipts of employment related information
8. Licenses and certifications
B. Payroll Related Information shall
include:
1. Timesheets/payroll records/payroll
details
2. Notices of garnishment
3. Most current W-4
4. Salary adjustment authorizations
C. Medical and Benefits Related
Information shall include:
1. Components:
Enrollment forms
Medical evaluations
Medical/Doctors “excuses” for absences from work
Designated Beneficiary form
Insurance Company determinations
D. I-9 Form (Authorization to Work in the
United States) Information shall include:
1. I-9
2. Copies of documents: List A or List B and C
2. Criminal Record Check Information: At
the time of employment, a copy of the Superintendent’s request for a
criminal records check by the Vermont Criminal Information Center and a
copy of the Center’s response will be placed in each employee’s personnel
file. Criminal history logs, processed release forms and criminal record
information will be maintained for the retention period specified in the
District’s user agreement with the Vermont Criminal Information Center.
3. After the specified retention period,
the record information and logs will be maintained or destroyed as
follows:
- If the person who is the subject of the
background check authorizes maintenance of the information and the
information is a notice of no criminal record, the information will be
securely maintained by the School District indefinitely;
- If the person who is the subject of the
background check authorizes maintenance, and the information is a
criminal record or notice of the existence of a criminal record, the
information will be sent by the Superintendent to the Commissioner of
Education for secure maintenance in the central records repository;
- If the person who is the subject of the
background check does not authorize maintenance of the information, the
Superintendent shall destroy the information in accordance with the user
agreement.
Employee’s Rights and Responsibilities
1. An employee may examine his or her own
personnel file by appointment with an appropriate administrator. Materials
obtained prior to the employment of the individual, including confidential
placement papers may not be available to employees.
Date Adopted:
Date Revised:
1st Reading: 10/20/04
2nd Reading/Effective: 11/17/04
TITLE: Confidential
Information and Disclosure of Information
CODE: GBJA
Health Insurance Portability and Accountability Act Compliance
The Barre Town School District shall
comply with the requirements of the Health Insurance Portability and
Accountability Act of 1996 (HIPAA) with regard to any employee benefit
or group health plan provided by the district that is subject to the
requirements of the Act. The superintendent or his or her designee shall
develop and implement procedures necessary to ensure continuing
compliance with the requirements of HIPAA.
Information Regarding Personnel
- No employee of the school system is
empowered to release the personal information of personnel unless
required by law or regulation. In such case, the information must be
approved by the Superintendent and person involved prior to its
release.
- Inquiries made regarding an employee
of the school system in which information is required must be made
in writing, approved, and a copy of the request placed in that
person's files.
Initial Adoption: 11/7/83
Date Revised: 8/6/06
Legal Reference(s):
Health Insurance Portability and Accountability Act of 1996 (HIPAA)
Cross References:
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