Butte School District
THE BOARD OF TRUSTEES
5231P
Personnel Records Continued
The District will maintain a cumulative personnel file in the administrative office for each of its employees, as required by the Office of Public Instruction and current personnel policies. These records are not to leave the administrative office except as specifically authorized by the Superintendent or human resources/personnel manager, and then only by signed receipt. Payroll records are maintained separately.
Contents of Personnel Files
A personnel file may contain, but is not limited to, transcripts from colleges or universities, information allowed by statute, a record of previous employment (other than college placement papers for periods beyond active candidacy for a position), evaluations, copies of contracts, and copies of letters of recommendation requested by an employee. All material in the personnel file must be related to the employee’s work, position, salary, or employment status in the District. All documents, communications, and records dealing with processing of a grievance will be filed separately from the personnel files of the participants.
No material derogatory to an employee’s conduct, service, character, or personality will be placed in the file, unless such placement is authorized by the Superintendent, as indicated by his initials, and unless the employee has had adequate opportunity to read the material. For the latter purpose, the Superintendent will take reasonable steps to obtain the employee’s initials or signature verifying the employee has received a copy of the material. If the employee refuses to sign the document indicating they have had an opportunity to read it, the Superintendent will place an addendum to the document, noting that the employee was given a copy but refused to sign. The Superintendent will date and sign the addendum.
Disposition of Personnel Files
An employee, upon termination, may request transcripts of college and university work. Any confidential college or university placement papers will be returned to the sender or destroyed at time of employment. All other documents will be retained and safeguarded by the District for such periods as prescribed by law. Record-Keeping Requirements Under the Fair Labor Standards Act
- Records required for ALL employees:
A. Name in full (same name as used for Social Security);
B. Employee’s home address, including zip code;
C. Date of birth if under the age of 19;
D. Sex (may be indicated with Male/Female, M/F, Mr./Mrs./Miss/Ms.);
E. Time of day and day of week on which employee’s workweek begins;
F. Basis on which wages are paid (e.g., $5/hour, $200/week, etc.);
G. Any payment made which is not counted as part of the “regular rate”;
H. Total wages paid each pay period. - Additional records required for non-exempt employees:
A. Regular hourly rate of pay during any week overtime is worked;
B. Hours worked in any workday (consecutive twenty-four-(24)-hour period);
C. Hours worked in any workweek (or work period in case of 207[k]);
D. Total daily or weekly straight-time earnings (including payment for hours in excess of forty (40) per week but excluding premium pay for overtime);
E. Total overtime premium pay for a workweek;
F. Date of payment and pay period covered;
G. Total deductions from or additions to wages each pay period;
H. Itemization of dates, amounts, and reason for the deduction or addition, maintained on an individual basis for each employee;
I. Number of hours of compensatory time earned each pay period;
J. Number of hours of compensatory time used each pay period;
K. Number of hours of compensatory time compensated in cash, total amount paid, and dates of such payments;
L. Collective bargaining agreements which discuss compensatory time, or written understandings with individual non-union employees.
All records obtained in the application and hiring process will be maintained for at least two (2) years.
Legal Reference:
29 USC 201, et seq. Fair Labor Standards Act
§§ 2-6-101, et seq., MCA Public Records
24.9.805, ARM Employment Records
Procedure History:
Promulgated on: 10/18/04
Revised on:
- 5000 - Board Goal/Personnel
- 5002 - Accommodating Individuals with Disabilities
- 5010 - Equal Employment Opportunity & Non-Discrimination
- 5012 - Sexual Harassment/Sexual Intimidation in the Workplace (opens in new window)
- 5012-F Sexual Harassment Reporting Form for Employees (opens in new window)
- 5012P Sexual Harassment Grievance Procedure - Employees
- 5015 - Bullying/Harassment/Intimidation
- 5015F Harrassment Reporting Form for Employees (opens in new window)
- 5120 - Hiring Process & Criteria
- 5120 F-1 Fingerprint Declaration (opens in new window)
- 5120 F-2 Determination of Eligibility for Hire or Assignment (opens in new window)
- 5120 F-3 Privacy Act Statement Proposed (opens in new window)
- 5120 F-4 Incident Response Form (opens in new window)
- 5120 F-5 Re-dissemination to individual (opens in new window)
- 5120 P Federal Background Check Fingerprints and Information Handling Procedure
- 5121 - Applicability of Personnel Policies
- 5122 - Fingerprints
- 5122 F-1 - Consent to Fingerprint (opens in new window)
- 5122 F-2 - Fingerprint Declaration (opens in new window)
- NCPA VCA (opens in new window)
- 5122 F-4 Determination of Eligibility for Hire/Assignment (opens in new window)
- 5122 F-5 Privacy Act Statement (opens in new window)
- 5122 F-6 Dissemination Log (opens in new window)
- 5122 F-7 Determination of Eligibility for Hire Log (opens in new window)
- 5122 F-8 Notice of Federal Background Check Determination (opens in new window)
- 5122 F-9 Re-Dissemination of Criminal History to the Individual (opens in new window)
- 5122 F-10 Incident Response Form (opens in new window)
- 5122P - Fingerprinting
- 5125 - Whistle Blowing and Retaliation
- 5130 - Staff Health
- 5140 - Classified Employment & Assignment
- 5210 - Assignments, Reassignments & Transfers
- 5213 - Vacancies
- 5220 - Prohibition on Aiding Sexual Abuse
- 5221 - Work Day
- 5222 - Evaluation of Staff
- 5223 - Personal Conduct
- 5224 - Political Activity - Staff Participation
- 5225 - Tobacco Free Policy
- 5226 - Drug-Free Workplace
- 5228 - Drug & Alcohol Testing for School Bus & Commercial Vehicle Drivers
- 5228P - Drug & Alcohol Testing for School Bus & Commercial Vehicle Drivers Continued
- 5230 - Prevention of Disease Transmission
- 5230P - Prevention of Disease Transmission Continued
- 5231 - Personnel Records
- 5231P - Personnel Records Continued
- 5232 - Abused & Neglected Child Reporting
- 5232F - Report of Suspected Child Abuse or Neglect
- 5251 - Resignations
- 5253 - Retirement Programs for Employees
- 5255 - Disciplinary Action
- 5256 - Reduction in Force
- 5302 - Classified Staff Evaluation
- 5302P - Classified Staff Evaluation Continued
- 5302F-1 - Classified Staff Evaluation Form
- 5303 - Staff Evaluation
- 5303P - Staff Evaluation Continued (opens in new window)
- 5304 Evaluation of Non-Tenured Certified Staff
- 5304P Evaluation of Non-Tenured Certified Staff Continued (opens in new window)
- 5305F-1 - Individual Teacher Growth Plan
- 5314 - Substitutes
- 5321 - Leaves of Absence
- 5321P - Conditions for Use of Leave
- 5322 - Military Leave
- 5325 - Breastfeeding Workplace
- 5328 - Family Medical Leave
- 5328P - Family Medical Leave
- 5329 - Long-Term Illness/Temporary Disability/Maternity Leave
- 5329P - Long-Term Illness/Temporary Disability/Maternity Leave
- 5331 - Insurance Benefits for Employers
- 5333 - Holidays
- 5334 - Vacations
- 5334P - Vacations Continued
- 5337 - Workers' Compensation Benefits
- 5420 - Monitors/Paraeducators
- 5430 - Volunteers
- 5430F-1 - Volunteers Information & Authorization Form (opens in new window)
- 5430F-2 - Volunteers Authorization & Information Form (opens in new window)
- 5430F-3 - Chaperone Letter of Understanding (opens in new window)
- 5430F-4 - Volunteer/Chaperone Application (opens in new window)
- 5430F-5 Confidentiality Agreement (opens in new window)
- 5440 - Student Teachers/Interns
- 5450 - Employee Electronic Mail and Online Services Usage
- 5450P - Electronic Communications Between Staff and Students
- 5460 - Electronic Resources and Social Networking
- 5500 - Payment of Wages Upon Termination
- 5510 - HIPAA
- 5600 - Bloodborne Pathogen Exposure Control Plan
- 5600P - Bloodborne Pathogen Exposure Control
- 5630F-1 - Employee Cellular Telephone Agreement
- 5630 - Employee Use of Cellular Phones
- 5630P - Employee Use of Cellular Phones
This site provides information using PDF, visit this link to download the Adobe Acrobat Reader DC software.