Under no conditions will a faculty or staff member’s personnel file be made public to anyone outside LCS’ line of authority. The personnel file may be used by an authorized representative of LCS to draft a letter of recommendation to prospective employers. The file is only to be used for purposes of refreshing the memos, and it is not to be reproduced for the prospective employer. 

The Superintendent or the designee(s) shall be authorized to maintain personnel records and to permit inspection of the same, except for matters deemed confidential by law.  The following shall be maintained for all employees as appropriate:
1. Employee applications and contracts;
2. Professional certificates and other documents required by state and federal laws and regulations
3. Evaluations; and
4. Cumulative information files


The following guidelines shall be followed:

• Information contained in personnel records shall be limited to job-related matters.
• The Superintendent shall be responsible for notifying all employees of the types of records kept and uses made of such records.
•  Employees shall have access to review their file with adequate notice. Employment references are specifically excluded from review except by school system personnel with a need to know.
• Employees shall be granted an opportunity to respond in writing to material placed in records.
• Members of the public may not obtain the home telephone number, personal cell phone number, bank account information, social security number, residential street address, date of birth or driver license information (except where driving or operating a vehicle is considered to be a part of the employee’s duties), of an employee or of the immediate family members or household members of an employee, unless release of this information is expressly authorized by the employee.
• Copies of records may be made under rules determined by the Superintendent.
•  All material placed in a personnel file must be signed and dated by the author of the document.
• As prescribed by EEOC and OCR guidelines, any personal health related records will be maintained in a separate file in Human Resources Department.