Who can Obtain Copies of Personnel Files?
Active Employees
All active employees are entitled to one (1) copy of their personnel file per school year (July through June)
On the request form, indicate whether you need a full copy of the file, all documents from a particular date, or specific documents.
Please note that a higher volume of these requests occur at the end of the school year and may result in a delay of processing time. We will process these requests in the order they are received.
Be sure to include your name (Maiden name if applicable) and Employee ID number (or full social security number) on all requests.
We are unable to fax or email personnel files. All files will be mailed or available for pickup.
If you need a copy of your Clearances, you can print them directly from Clearance Tracker.
Former Employees
Former employees may request a copy of their employee file.
There is a $7.50 money order processing/handling charge.
Please note that older files may take longer to process, as they may need to be transferred from the off-site archival facility.
Please note that a higher volume of these requests occur at the end of the school year and may result in a delay of processing time. We will process these requests in the order they are received.
Be sure to include the employee’s name (Maiden name if applicable) and Employee ID number (or full social security number) on all requests.
We are unable to fax or email employee files due to the typical size of a file. All files will be mailed or available for pickup.
Subpoena/Third Party Requests
Employee files are available through subpoena and other third party requests.
There is a $25.00 processing/handling charge. Files will not be processed without receipt of a business check made out to The School District of Philadelphia.
Indicate specifically what documentation is required so we can obtain the appropriate documentation you need. Depending on your request we may need to contact other departments or school(s).
Third party requests also require a signed employee authorization.
Be sure to include the employee’s name (Maiden name if applicable) and full social security number (or Employee ID number) on all requests.
We are unable to fax or email personnel files. All files will be mailed or available for pickup.
When mailing Requests, indicate “Employee Records” to be sure it reaches our office. Please include your contact information also.
Note regarding Medical Records: We are not a treatment facility. We only have medical records on an employee relating to time off due to medical reasons. Those records can only be obtained via a subpoena and the processing fee.