Confidential Personnel File

Purpose

This policy governs confidential personnel files for ANCS employees.

Duration

This policy is permanent, but it is subject to revisions.

Policy

Section 1. Maintaining Confidential Personnel Files

  1. ANCS shall maintain a confidential personnel file for each employee.
  2. The personnel file will contain evaluation documents and any other employment-related documents or correspondence. Personal data on all employees, including current address, contact phone numbers, relevant medical information, emergency contact numbers, and next of kin, will be included in the employee's personnel file.
  3. All documents will be placed in the personnel file.
  4. Personnel files will be maintained by the Business Management Office. These digital and hard copy files will be secured, with limited access. The Executive Director, Campus Principals, and HR Manager will be the only individuals with a key to these files.

Section 2. Updating Employee Personal Data

  1. Employees shall promptly notify the Executive Director , Campus Principal in writing of any changes in personal data that may impact their employment.
  2. Personal mailing addresses, telephone numbers, dependent information, emergency contact information, and other status changes must be accurate and current at all times.

Section 3. Reviewing Confidential Personnel Files

  1. Personnel files are the property of ANCS, and access to the information contained therein is restricted except as may be required by state or federal laws or the judicial process.
  2. Only authorized representatives of the school, the employee, or the employee's designated representative with a legitimate reason to review information in a file are allowed to do so. With reasonable advance notice, an employee may review material and/or request a copy of any or all of the materials, at the employee's cost, in the employee's file, but only in the presence of the Executive Director or the designated file custodian. With written authorization from the employee, the employee's representative may review and/or request copies of file contents.

Approval and Review

Approved

Effective

 Last Review

Next Review
06/16/2015 07/02/2015 09/2024 03/2027