File: GBJ - Personnel Records and Files File: GBJ - Personnel Records and FilesThe superintendent is authorized and directed to develop and implement a comprehensive and efficient system of personnel records under the following guidelines:
1. A personnel folder for each employee, licensed and classified, will be accurately maintained in the district administrative office. Personnel records will include home addresses and telephone numbers, financial information, and other information maintained because of the employer-employee relationship. Personnel records also include the specific date of an educator's absence from work.
2. All personnel records of individual employees will be considered confidential except for the information listed below. They will not be open for public inspection. The superintendent and designees will take the necessary steps to safeguard against unauthorized access or use of all confidential material.
3. Each employee have the right, upon request, to review the contents and obtain copies of his/her own personnel file, with the exception of references and recommendations provided to the district on a confidential basis by universities, colleges or persons not connected with the district. Furthermore, each employee shall be granted the opportunity to have a third party, of his/her choice, present when reviewing and/or obtaining copies of his/her own personnel file. Employee must grant written permission for a third party to review his/her file.
4. The following information in personnel records and files is available for public inspection:
a. Applications of past or current employees
b. Employment agreements
c. Any amount paid or benefit provided incident to termination of employment
d. Performance ratings except for evaluations of licensed and unlicensed educators as noted below
e. Any compensation including expense allowances and benefits.
5. The evaluation report of licensed and unlicensed educators, including teachers, principals, administrators, special services providers, and education support professionals and all public records used in preparing the evaluation report are confidential and available only to those permitted access under state law. Portions of the superintendent's evaluation are open to public inspection, in accordance with state law.
6. District employee's home addresses and phone numbers will not be released for general public or commercial use.
7. When a request for personnel information is received from a third party, as concerns personnel records and files not open for public inspection, the employee for which the information is requested will be required to sign and tender an Authorization to Release Information indicating exactly what information he/she desires be released to a third party. Such authorization shall be in substantially the same form as attached exhibit, GBJ-E, and the employee's signature shall be notarized.
8. District employees' medical records must be kept in separate files and kept confidential in accordance with applicable law and Board policy.
All photocopy expense for such documentation shall be paid by the party making the request at a rate established by East Otero School District, and the District may withhold the copies until payment is made.
Adopted December 14, 1992
Revised June 16, 1997
Negotiated; Revised May, 2007
Revised June 9, 2008
Revised November 11, 2013
Revised October 24, 2022
Revised August 26, 2024
LEGAL REFS.: C.R.S. 18-9-313 (1)(b.5) (definition of educator)
C.R.S. 22-9-109 (licensed personnel evaluations)
C.R.S. 22-32-109.1 (9)
C.R.S. 24-19-108 (1)(c) (exceptions to public records)
C.R.S. 24-72-201 et seq. (Colorado Open Records Act)
CROSS REFS.: CBB, Recruitment of Superintendent
GCE/GCF, Professional Staff Recruiting/Hiring
KDB, Public's Right to Know/Freedom of Information