Hickman County Board of Education
Descriptor Code:
Issued Date:
Descriptor Term:
5.114
12/09/24
Personnel Records
Rescinds:
Issued:
5.114
11/07/22
The director of schools or his designee(s) shall be authorized to maintain personnel records and to
permit inspection of the same. The following personnel records shall be maintained for all employees
as appropriate:
1. Employee applications and contracts;
2. Professional certificates and other documents required by state and federal laws and
regulations;
3. Evaluations;
4. Cumulative information files:
a. Age
b. Experience
c. Qualifications
d. Salary
e. Physical exams
f. Sex
g. Race
h. Names of schools and grades taught
5. INS Form I-9.
6. Disciplinary action, as appropriate and any response from the employee.
The following guidelines shall be followed:
1. Information contained in personnel records shall be limited to job-related matters;
2. The director of schools shall be responsible for notifying all employees of the types of records
kept and uses made of such records;
3. Employees shall be granted an opportunity to respond in writing to material placed in records;
4. Employee records are public records, except medical records, and shall be open for inspection
during regular business hours;³
5. In accordance with federal law, the district shall release information regarding the professional
qualifications and degrees of teachers and the qualifications of paraprofessionals to parents
upon request for any teacher or paraprofessional who is employed by a school receiving Title I
funds and who provides instruction to their child at that school.
Version Date: 4/7/2026
Personnel Records
5.114
6. Members of the public may not obtain the home telephone number, personal cell phone
number, bank account information, social security number, residential street address, or driver
license information (except where driving or operating a vehicle is considered to be a part of
the employee's duties), of an employee or of the immediate family members or household
members of an employee, unless release of this information is expressly authorized by the
employee.⁵
7. A record of the person inspecting and the date of inspection shall be recorded; and
8. Copies of records may be made under rules determined by the director of schools.6
Legal References
Cross References
1. TCA 49-2-301(b)(1)(M)
Teacher Effect Data 5.1141
2. Immigration Reform and Control Act of 1986,
Pub. L. No. 99-603, 100 Stat. 3359
3. TCA 10-7-503, 504
4. 20 USCA § 6312(e)(1)
5. TCA 10-7-504(f)(1); TCA 10-7-504(a)(23)
6. TCA 10-7-506; TCA 49-2-301(b)(1)(AA)
Page 2 of 2

## Table 1

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: Personnel Records | Descriptor Code: 5.114 | Issued Date: 12/09/24 |
|  |  | Rescinds: 5.114 | Issued: 11/07/22 |