Jerome Joint School District No. 261

PERSONNEL 5100P

Procedures for Obtaining Personnel Records for Applicants

1. Before hiring an applicant for employment in a certificated or non-certificated position the District shall

have the applicant sign the statement/release (form 5500F1) and provide a list of their previous school

employers (the list may be obtained via resume or application). The District will not hire an applicant who

refuses or fails to sign the statement/release.

2. The signed statement/release will then be sent by the District to all of the applicant’s current or past, in

state or out of state, school district employers along with a request for information relating to job

performance and/or job related conduct (form 5100F2). Note – The District does not have to request the

information for all applicants) who are considered being offered the position. However, in the interests

of timeliness, as it may take up to twenty (20) days to receive such information, the District may request

the information of every applicant who has sent a signed statement/release.

3. The District may follow up with current or past school district employers if the information requested has

not been received within twenty-five (25) days from the date the request was sent. The District may hire

non-certificated applicants on a conditional basis pending receipt of the information requested.

Applicants shall not be prevented from being hired if an out of state current or past school district

employer refuses to comply with the request. The District will attempt to obtain a written refusal along

with the reason for the refusal from the non-compliant out of state school district employer. The written

refusal shall be kept as a part of the applicant’s file.

4. The District shall also request State Department of Education verification of certification status as wells as

any past or pending violations of the Professional Code of Ethics and information related to the job

performance of the applicants for any certificated position (form 5100F3).

5. When such information and documentation is not received prior to screening or interviews, the District

will review such information no less than thirty (30) days after it has been received. If an applicant has

been offered provisional employment pursuant to I.C. 33-1210(7), the District should review the

documentation within ten (10) days of receipt. If a written statement of non-employment is to be

provided to the provisional employee, it shall be provided before the end of thirty (30) days after the

receipt of the documents. If the provisional employee is to be employed by the District, a written contract

should be provided prior to the end of the thirty (30) day period. It is the goal of the District to avoid any

situation where an applicant or provisional employee is employed by default or without a written

contract.

6. The District shall use information received from applicant’s current or past employers only for the

purposes of evaluating an applicant’s qualifications for employment in the position for which the

applicant has applied. No Board member or District employee shall disclose the information received to

any person, other than the applicant, who is not directly involved in the process of evaluating the

applicant’s qualifications for employment.

Cross Reference: 5100 Hiring Process and Criteria

5100F1 Authorization for Release of Information Form

5100F2 Request to Employer Form

5100F3 Request for Verification of Certificate Form

5100-2

Legal Reference: I.C. § 33-1210 Information on past job performance

Policy History:

Adopted on: 07/26/11

Revised on: 10/23/12