Personnel Records and Files

Section G: Personnel

Policy Title: Personnel Records and Files
Policy Code: GBJ

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Purpose

The District must maintain information about staff members for the daily administration of salary and other personnel policies, for budget and financial planning, for responding to appropriate inquiries about employees, and for meeting the Board’s educational reporting requirements. To meet these needs while recognizing the needs for confidentiality, Tucson Unified School District has developed a comprehensive system of personnel records maintenance and control.

Official Personnel File

The District will maintain a complete and current official personnel file for each District employee in the Human Resources Office of the District. Employees may obtain one copy of their personnel file at no cost. Former employees may obtain a copy of their personnel file for a reasonable fee as set forth in Policy Regulation GBJ-R.

Other Personnel Records

The District will maintain in separate file records regarding payroll and benefits, medical and health records, and required immigration form(s). Duplicates of these records and reasonable requests for research of these records are available to the employee for a reasonable fee, as set forth in Policy Regulation GBJ-R.

Eligibility for Rehire Status

The District will maintain a record for every employee that includes status of separation from the District and eligibility for rehire. As set forth in Policy GBQ, every former employee who is determined to be ineligible for rehire will be given access to a notification and review process. The District shall maintain a record of the notification and review process for each former employee designated ineligible for rehire.

Confidential Information

Most information regarding personnel information and records are confidential and may only be shared as defined in Regulation GBJ-R.

Public Records

Unless otherwise protected by state or federal law, personnel records, a supervisor’s employee desk file, certain employee evaluations, and employee disciplinary records, are public records under statute (A.R.S. §§ 39-128 and 15-537(J)). The District shall retain them unless State law, including but not limited to, the Arizona State Library and Archives Records Retention Schedule, or applicable employee agreements, requires their destruction.

Adopted: June 21, 2005
Revised: December 12, 2012 (cross reference correction only)
Reviewed: April 16, 2013
Revised: August 27, 2019

LEGAL REF:
A.R.S. §§:
15-302 Governing Board Powers & Duties
15-502 Employment of School District Personnel
15-537 Performance of certificated teachers; confidentiality
23-926 Employer records
23-1361 Blacklist; definition; exceptions; privileged communications; immunity
23-1362 Blacklisting; classification
38-233  Filing Oaths of Record
39-121 et seq.Public Records, Printing and Notices
41-1482 Recordkeeping; preservation of records; information confidential

CROSS REF:
GBQ and GBQ-E – Eligibility for Rehire
GCAA – Application for Position
KDB – Public’s Right to Know/Freedom of Information
CCD – Treatment of Confidential Information

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