5:150 Personnel Records

Please refer to the current “Negotiated Agreement between the Board of Education and Batavia Education Association.”

For those employees not covered under the BEA Agreement:

Maintenance and Access to Records

The Superintendent or designee shall manage the maintenance of personnel records in accordance with State and federal law and School Board policy.  Records, as determined by the Superintendent, are retained for all employment applicants, employees, and former employees given the need for the District to document employment-related decisions, evaluate program and staff effectiveness, and comply with government recordkeeping and reporting requirements.  Personnel records shall be maintained in the District’s administrative office, under the Superintendent’s direct supervision.

Access to personnel records is available as follows:

  1. An employee will be given access to his or her personnel records according to State law and guidelines developed by the Superintendent.
  2. An employee’s supervisor or other management employee who has an employment or business-related reason to inspect the record is authorized to have access.
  3. Anyone having the respective employee’s written consent may have access.
  4. Access will be granted to anyone authorized by State or federal law to have access.
  5. All other requests for access to personnel information are governed by Board policy 2:250Access to District Public Records.

Prospective Employer Inquiries concerning a Current or Former Employee’s Job Performance

The Superintendent or designee shall manage a process for responding to inquiries by a prospective employer concerning a current or former employee’s job performance.  The Superintendent shall;

  1. Execute the requirements in the Abused Neglected Child Reporting Act whenever another school district ask for a reference concerning an applicant who is or was a District employee and was the subject of a report made by a District employee to Ill. Dept. of Children and Family Services (DCFS); and
  2. Comply with the federal law prohibiting the District from providing a recommendation of employment for an employee, contractor, or agent that District knows, or has probable cause to believe, has engaged in sexual misconduct with a student or minor in violation of the law, but the Superintendent or designee may follow routine procedures regarding the transmission of administrative or personnel files for that employee.
  3. Manage the District’s responses to employer requests for sexual misconduct related employment history review (EHR) information in accordance with Faith’s Law.

When requested for information about an employee by an entity other than a prospective employer, the District will only confirm position and employment dates unless the employee has submitted a written request to the Superintendent or designee.

Cross Reference: 

2:250 Access to District’s Public Records

5:090 Abused and Neglected Child Reporting

7:340 Student Records

Legal Reference(s): 

20 U.S.C. §7926.

105 ILCS 5/22-94 

745 ILCS 46/10.

820 ILCS 40/.

23 Ill.Admin.Code §1.660.

Date Adopted:  June 28, 2011

Date Amended:  January 25, 2022

Date Amended:  June 20, 2023