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Series 4000
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Replaced with Policy Code GBJ, Personnel
Records and Files
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PERSONNEL FILES
BOARD POLICY 4120
The Governing Board
believes that each District employee has a right of privacy in his/her personnel records.
To the extent permitted by the Public Records Law, A.R.S. §39-121, it is the policy of
the District that employee personnel files, normally maintained by the Personnel
Department, shall remain confidential. The personnel file shall contain evaluation reports
as required by Arizona Revised Statutes and other material as directed by the
Superintendent.
The following school
employees may inspect such files by requesting access from a personnel administrator:
The employee and
those persons whom the employee designates in writing.
District employees
who are assigned to the Personnel Office.
Building and
Administration Center administrators.
Department
chairpersons.
The District's legal
counsel.
- Others as designated in writing by the
Superintendent.
The Director of
Personnel will develop procedures to document that the individuals designated above only
inspect files when it is appropriate to carrying out their District assignments.
The Governing Board,
when considering appointments, transfers or promotions of employees may, where
appropriate, have access to personnel records in executive session, as provided in A.R.S.
§38-431.03.
A file shall be kept
for all resigned or retired employees, including essential information as defined by the
administration. Disposal of files shall be in compliance with Governing Board policy.
District employees
should freely utilize the District grievance and arbitration procedure in appropriate
cases. The Governing Board believes that substantial number of employees will hesitate to
use the grievance procedure if records of the proceedings are subject to public
disclosure. Therefore, the Governing Board declares it to be in the best interest of the
District and its employees that records maintained in individual, as opposed to group,
grievance and arbitration proceedings be considered confidential personnel records
regardless of where such records are maintained within the District. Disclosure of
information from confidential personnel records to members of the public shall be provided
only under the following circumstances:
In response to a
subpoena or court order.
Upon receipt of
employee's written authorization to release such information.
To law enforcement
agencies.
To the Auditor
General upon request.
- When the records are evidence to be
used in an administrative hearing involving the employee.
TUCSON UNIFIED
SCHOOL DISTRICT
Tucson, Arizona
Adopted by Board: September
17, 1985
Revised by Board: February 7, 1989
Replaced with Policy Code GBJ, June 21, 2005
(Available in MS Word | Available
in Adobe PDF)
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