Descriptor Code: DI-E
Personnel File Records Checklist
Personnel files Maintained by Administrators or Human Resources
Record
Absence records
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Current contact information
Open, closed, or exempt
Exempt, NDCC 44-04-18.1 (2)
Record
Disciplinary notices and Documents
Open, closed, or exempt
Open, during an investigation all evidence gathered is closed for 60 days or
Until the Investigation is complete (whichever is first) NDCC 15.1-07-25 (2)
Notes
Evidence gathered during an investigation may be retained in a separate file. The investigation outcome letter or a notice of investigation form (KACB-E4) may be placed in the administrator’s copy of the personnel file.
Record
Employee bonds
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Intent to hire letter, Intent to rehire letter, and contracts
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Job descriptions
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Letters of recognition
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Licenses and/or Required certifications
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Notes
Driver’s license id numbers are exempt, NDCC 44-04-18.1 (2)
Record
Notice of confidential records on file form (DI-E2)
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Observation and evaluations record
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Policy acknowledgment and agreement forms (BDA-E)
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Records
Records relating to job offers, promotions, demotion, & transfers
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Records
Reasonable accommodation requests (AAC-E4)
Open, closed, or exempt
Closed, NDCC 44-04-18.1
Record
Termination and resignation records, including nonrenewal or discharge notices for teachers and administrators
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Notes
Nonrenewal and discharge hearing executive session tapes and exhibits are closed record and must be retained in a sealed envelope in a secured area
Record
Veteran’s Preference Verification
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
RECORDS TO BE RETAINED IN PAYROLL FILES
Record
Attendance and absence records
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Benefit applications and waivers (e.g.,health insurance cafeteria plans, and 403bs)
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Notes
Before providing under an open records request, redact any medical information and account numbers from these forms NDCC 44-04-18.10
Record
Current contact information
Open, closed, or exempt
Exempt, NDCC 44-04-18.1 (2)
Record
Direct deposit forms
Open, closed, or exempt
Closed, NDCC 44-04-18.9
Record
I-9 form
Open, closed, or exempt
Closed, NDCC 44-04-28
Record
Intent to hire letter, Intent to rehire letter, and contracts
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Leave request forms, including, bereavement, FMLA, personal and sick
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Notes
Before providing under an open records request, redact any medical information from these forms NDCC 44-04-18.10
Records
Licenses and/or required certifications
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Records
Time sheets
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Unemployment claim forms
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Union dues withholding form
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
W-4 form
Open, closed, or exempt
Closed, NDCC 44-04-28
Record
Wage garnishment documents
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Notes
Before providing under an open records request, redact exempt and confidential information from these documents
Record
Workforce safety and Insurance claim forms
Open, closed, or exempt
Closed, NDCC 65-05-32
CONFIDENTIAL RECORDS (retain in a secured area, place form DI-E2 in personnel file maintained by administrators)
Record
Criminal History records
Legal Reference
NDCC 12-60-24 and NDCC 12-60-16.1 trough 12-60-16.10
Record
Drug testing records
Legal Reference
49-CFR 40.321
Record
Executive session tapes
Legal Reference
NDCC 44-04-19.2 (5)
Record
Medical and treatment records
Legal Reference
NDCC 44-04-18.1
Notes
Includes records requested for purposes of FMLA and ADA, 29 CFR 825.500
Personnel File Records Checklist
Personnel files Maintained by Administrators or Human Resources
Record
Absence records
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Current contact information
Open, closed, or exempt
Exempt, NDCC 44-04-18.1 (2)
Record
Disciplinary notices and Documents
Open, closed, or exempt
Open, during an investigation all evidence gathered is closed for 60 days or
Until the Investigation is complete (whichever is first) NDCC 15.1-07-25 (2)
Notes
Evidence gathered during an investigation may be retained in a separate file. The investigation outcome letter or a notice of investigation form (KACB-E4) may be placed in the administrator’s copy of the personnel file.
Record
Employee bonds
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Intent to hire letter, Intent to rehire letter, and contracts
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Job descriptions
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Letters of recognition
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Licenses and/or Required certifications
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Notes
Driver’s license id numbers are exempt, NDCC 44-04-18.1 (2)
Record
Notice of confidential records on file form (DI-E2)
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Observation and evaluations record
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Policy acknowledgment and agreement forms (BDA-E)
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Records
Records relating to job offers, promotions, demotion, & transfers
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Records
Reasonable accommodation requests (AAC-E4)
Open, closed, or exempt
Closed, NDCC 44-04-18.1
Record
Termination and resignation records, including nonrenewal or discharge notices for teachers and administrators
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Notes
Nonrenewal and discharge hearing executive session tapes and exhibits are closed record and must be retained in a sealed envelope in a secured area
Record
Veteran’s Preference Verification
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
RECORDS TO BE RETAINED IN PAYROLL FILES
Record
Attendance and absence records
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Benefit applications and waivers (e.g.,health insurance cafeteria plans, and 403bs)
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Notes
Before providing under an open records request, redact any medical information and account numbers from these forms NDCC 44-04-18.10
Record
Current contact information
Open, closed, or exempt
Exempt, NDCC 44-04-18.1 (2)
Record
Direct deposit forms
Open, closed, or exempt
Closed, NDCC 44-04-18.9
Record
I-9 form
Open, closed, or exempt
Closed, NDCC 44-04-28
Record
Intent to hire letter, Intent to rehire letter, and contracts
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Leave request forms, including, bereavement, FMLA, personal and sick
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Notes
Before providing under an open records request, redact any medical information from these forms NDCC 44-04-18.10
Records
Licenses and/or required certifications
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Records
Time sheets
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Unemployment claim forms
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
Union dues withholding form
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Record
W-4 form
Open, closed, or exempt
Closed, NDCC 44-04-28
Record
Wage garnishment documents
Open, closed, or exempt
Open, NDCC 15.1-07-25 (1)
Notes
Before providing under an open records request, redact exempt and confidential information from these documents
Record
Workforce safety and Insurance claim forms
Open, closed, or exempt
Closed, NDCC 65-05-32
CONFIDENTIAL RECORDS (retain in a secured area, place form DI-E2 in personnel file maintained by administrators)
Record
Criminal History records
Legal Reference
NDCC 12-60-24 and NDCC 12-60-16.1 trough 12-60-16.10
Record
Drug testing records
Legal Reference
49-CFR 40.321
Record
Executive session tapes
Legal Reference
NDCC 44-04-19.2 (5)
Record
Medical and treatment records
Legal Reference
NDCC 44-04-18.1
Notes
Includes records requested for purposes of FMLA and ADA, 29 CFR 825.500