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406 PUBLIC AND PRIVATE PERSONNEL DATA

Mabel Canton Schools
Adopted 2000
Revised: September 2018

406 PUBLIC AND PRIVATE PERSONNEL DATA

I. PURPOSE

The purpose of this policy is to provide guidance to school district employees as to the data the school district collects and maintains regarding its personnel.

II. GENERAL STATEMENT OF POLICY

A. All data on individuals collected, created, received, maintained or disseminated by the school district, which is classified by statute or federal law as public, shall be accessible to the public pursuant to the procedures established by the school district.
B. All other data on individuals is private or confidential.

III. DEFINITIONS

A. "Public" means that the data is available to anyone who requests it.
B. "Private" means the data is available to the subject of the data and to school district staff who need it to conduct the business of the school district.
C. "Confidential" means the data is not available to the subject.
D. "Personnel data" means data on individuals collected because they are or were employees of the school district, or an individual was an applicant for employment, volunteers for the school district, or is a member of or applicant for an advisory board or commission.
E. "Finalist" means an individual who is selected to be interviewed by the school board for a position.

IV. PUBLIC PERSONNEL DATA

A. The following information on employees, including volunteer and independent contractors, is public:

1. name;
2. actual gross salary;
3. salary range;
4. contract fees;
5. actual gross pension;
6. the value and nature of employer-paid fringe benefits;
7. the basis for and the amount of any added remuneration, including expense reimbursement, in addition to salary;
8. job title;
9. job description;
10. education and training background;
11. previous work experience;
12. date of first and last employment;
13. the existence and status of any complaints or charges against the employee, regardless of whether the complaint or charge resulted in a disciplinary action;
14. the final disposition of any disciplinary action together with the specific reasons for the action and data documenting the basis of the action, excluding data that would identify confidential sources who are employees of the school district;
15 the terms of any agreement settling any dispute arising out of the employment relationship, including superintendent buyout agreements;
16. work location;
17. work telephone number;
18. badge number;
19. honors and awards received;
20. payroll time sheets or other comparable data that are used only to account for employee's work time for payroll purposes, except to the extent that release of time sheet data would reveal the employee's reasons for the use of sick or other medical leave or other not public data;
21. city and county of residence.

B. Personnel data may be disseminated to labor organizations to the extent the school district determines it is necessary for the labor organization to conduct its business or when authorized by the Commissioner of the Bureau of Mediation Services.
C. The following information on applicants for employment or advisory board/ commission is public:

1. veteran status;
2. relevant test scores;
3. rank on eligible list;
4. job history;
5. education and training;
6. work availability.

D. Names of applicants are private data except when certified as eligible for appointment to a vacancy or when they become finalists for an employment position.
E. Names and home addresses of applicants for appointment to and members of an advisory board/commission are public.

V. PRIVATE PERSONNEL DATA

A. All other personnel data is private and will only be shared with school district staff whose work requires such access. Private data will not be otherwise released unless authorized by law or by the employee's informed written consent.
B. Data created, collected or maintained by the school district to administer employee assistance programs are private.

VI. RESPONSIBLE AUTHORITY

The school district has designated the district business manager as the authority responsible for personnel data. If you have any questions, contact the business manager at (507) 493-5422.

VII. EMPLOYEE AUTHORIZATION/RELEASE FORM

An employee authorization form is included as an addendum to this policy.

Legal References: Minn. Stat. Ch. 13 (Minnesota Government Data Practices Act), Minn. Stat. § 13.02 (Definitions), Minn. Stat. § 13.43 (Personnel Data)

Cross References: MSBA Model Policy 206 (Public Participation in School Board Meetings/ Complaints about Persons at School Board Meetings and Data Privacy Considerations)
MSBA Model Policy 515 (Protection and Privacy of Pupil Records)
MSBA Service Manual, Chapter 13, School Law Bulletin "I" (School Records-Privacy-Access to Data)
FORM: EMPLOYEE AUTHORIZATION FOR RELEASE OF INFORMATION
To: Mabel-Canton Community Schools
Box 337
Mabel, MN 55954

RE: Personnel Records of
(Date of Birth and/or Social Security Number)

This is your full and sufficient authorization, pursuant to Minn. Stat. § 13.05, subd. 4 and Minn. Rules 1205.1400, subp. 4, to release to , their representatives or employees, all information pertaining to [describe] maintained by the employer school district, with the following exceptions:

The information is needed for the purpose of [specify]

This authorization specifically includes records prepared prior to the date of this authorization and records prepared after the date of this authorization, such records to be used only for the purpose specified. I do not authorize re-release of this information by the third party.

I understand that I may revoke this consent in writing at any time. Upon the fulfillment of the above-stated purpose, this consent will automatically expire without my express revocation. A photocopy of this authorization will be treated in the same manner as an original.

Dated:
Signature of Employee

ATTENTION PUBLIC FACILITIES: Minnesota Statutes Section 13.05 requires automatic expiration of this authorization one (1) year from the date of authorization.

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