5260-P – Personnel Records Procedures
An employee’s inspection of their personnel file shall be done at a time and place which is mutually agreeable to the personnel director, Superintendent or his/her designee, supervisor and the employee; within the timelines established under Washington’s Public Records Act (RCW 42.56). Such review shall be done in the company of a NWESD 189 administrator or designee and, if desired, a person of the employee’s choosing. An employee may copy any of the materials included in their personnel files. The NWESD 189 may charge for such copies.
For purposes of this Policy, an employee’s personnel file includes:
- All job application records;
- All performance evaluations;
- All nonactive or closed disciplinary records;
- All leave and reasonable accommodation records;
- All payroll records; and
- All employment agreements.
Access to the personnel records of employees shall be restricted to the following:
- employee;
- supervisor(s) of the employee;
- Board of Directors, as appropriate;
- NWESD 189 legal counsel;
- Superintendent;
- personnel director;
- any individual specifically authorized in writing by the employee; and/or
- clerical and supervisory personnel responsible for maintaining the personnel files.
Whenever someone other than those authorized in this policy requests access to an employee’s record, they shall be entitled to inspect and/or copy only that portion of the record whose disclosure will not violate the employee’s right of privacy.
The NWESD 189 shall keep personnel records in accordance with the Records Management Manual and General Records Retention Schedule, published by the Office of the Secretary of State.
In accordance with RCW 49.12-250, an employee may request an annual review of their personnel file. The superintendent’s designee will determine and remove any irrelevant information from the file. If the employee does not concur with the material that remains, they may file a statement of rebuttal or correction to be placed into the file. A former employee retains the right of rebuttal or correction for up to two years after employment is terminated.
First Reading:
Second Reading: 08/27/84 (as 4250-P1)
Revised: 02/26/92 (as 4250-P1)
Revised: 05/23/01 (recodified 5260-P)
Revised: 06/23/04
Revised: 09/22/25
Date Revised: 9/22/25