The district will organize, compile and maintain personnel records and files for each staff member of the district which will be kept secure under the authority of the superintendent/designee. The contents of the files will be available to the superintendent or designee and to those staff authorized by the superintendent or designee to organize, compile and maintain the files. Any confidential college or university credentials or other confidential pre-employment materials received by the district will be returned to the sender or maintained in personnel records, such as an application file. 

Any staff member will be permitted, during normal district business hours, to review the contents of his/her personnel file in the presence of an authorized staff member. Personnel files may be maintained by the district in hard copy or in an electronic format 

Any staff member may request, at least annually, that the superintendent/designee review all information in the staff member's personnel file(s) to determine if there is any irrelevant or erroneous information in the file(s), and will remove all such information from the file(s). If a staff member does not agree with the determination, the staff member may at their request have placed in the staff member's personnel file a statement containing a rebuttal or correction. 

Cross Reference:
Board Policy 4040 Public Access to District Records

Legal References:
RCW 28A.405.250 Certificated employees, applicants for certificated position, not to be discriminated against--Right to inspect personnel file 
42.56.230 (3) Certain personal and other records exempt (from public inspection) 
49.12.240-260 Employee inspection of personnel file 

First Reading: May 21, 2002
Adopted by the Board: July 16, 2002 
Revised: December 16, 2025