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Employees of the District shall have access to their personnel file by providing a written request for access to the Human Resources Department.  An employee may, in writing, designate an authorized representative to have access to his/her personnel file, which shall be honored by the District.  The District, its Board of Education, and employees are relieved of any liability in the event that the authorized representative discloses the contents of the personnel file to any unauthorized source.

Within five (5) working days of the receipt of the request for access, the Human Resources Department shall advise the person making the request of the time and place where he/she can have access to the personnel file or provide an agreed upon alternate timeline for obtaining access.

The Human Resources Department shall designate a place during the regular workday for the person making the request or an authorized representative to examine all documents in the personnel file except those items which are prohibited by law from being disclosed.  A representative from the Human Resources Department shall be present during the examination.

If a person elects to attach a written response to any item in the personnel file, he/she shall present it to the representative of the Human Resources Department who shall thereupon include it with the personnel file in a manner which prevents defacing, obliteration or damage to the contents of the personnel file.

Such access and right to attach a written response shall not be granted with respect to any letters of recommendation solicited by the District which appear in the personnel file.

An employee, or their authorized representative may request a copy of the contents of his/her personnel file, but no person shall be allowed to remove any material in his/her personnel file except and only to the extent that he/she is permitted by order of a court of competent jurisdiction, or is permitted to by law.  The District may charge any permissible fees associated with the cost of production of the personnel file.

No other persons except school officials engaged in their professional duties shall be granted access to the employee’s personnel file and the contents thereof shall not be divulged in any manner to any unauthorized person.