GBJ – Personnel Records

I. General Provisions The District's Office of Human Resources shall maintain personnel records for each employee of the District. A personnel record includes any and all records maintained by the Office of Human Resources as part of the employer-employee relationship, including hard copy and electronic records. Individual building files and/or documents not provided to the Office of Human Resources do not constitute personnel records. Personnel records shall be available for inspection by individual employees in accordance with procedures established by the Office of Human Resources and Colorado law, 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. Personnel files will be maintained for ten (10) years after the employee is no longer employed by the District. II. Contents of Personnel Records An employee's personnel file may include the following categories of documents maintained by the Office of Human Resources as a part of the employer-employee relationship:

1. Personal Information, including date of birth, address, phone number, social security number, race, ethnicity, gender, emergency contact information, and education information;
2. Hiring Documentation, including application materials, letters of reference, and reference checks;
3. Employment Contracts;
4. Benefit Information, including salary and compensation information;
5. Personnel Evaluations;
6. Disciplinary Information including investigation findings and results, FRISK letters and related documentation, letters of complaint that have been shared with the employee, and separation from employment reports;
7. Letters of Resignation or Retirement; and
8. Legal documentation

III. Confidentiality All personnel records are confidential and property of the District. Personnel records shall not be open for public inspection and shall not be transmitted to any agency, organization, or person other than the employee to whom the file pertains without the written consent of that employee, except for the information listed below and as permitted or required by the Colorado Open Records Act, other applicable laws, and interpreting legal authority. The following information in personnel records shall be available for public inspection:

1. Applications of past or current employees;
2. Employment agreements;
3. Any amount of paid benefit provided incident to termination of employment;
4. Performance ratings except for evaluations of licensed personnel as noted below;
5. Any compensation including expense allowances and benefits; and

Per Colorado law, the evaluation reports of licensed personnel and all public records used in preparing the evaluation report shall be confidential and available only to those permitted access under Colorado law. District employees' home addresses and telephone numbers shall not be released for general public or commercial use. District employees' medical records and workers' compensation records shall be kept in separate files and shall be kept confidential in accordance with applicable law. Adopted: November 14, 2022

Legal References:	C.R.S. § 22-9-109 (exemption from public inspection of licensed personnel evaluations)
	C.R.S. § 22-32-109.1(9) (immunity provisions in Safe Schools Law)
	C.R.S. § 24-72-201 et seq. (Colorado Open Records Act)
	C.R.S. § 24-72-202(4.5) (personnel files defined)
	C.R.S. § 24-72-204(3) (denial of right of inspection for personnel records)
	C.R.S. § 24-19-108 (1)(c) (Exceptions to Public Records)

Adoption Date: November 14, 2022