PERSONNEL
| ID |
Title |
Description |
Retention |
Disposition |
Function |
| 216 |
Applicants
Card File - Classified Staff |
Reference
card file that lists name, address, telephone number, date of application,
classification of individuals who have applied for classified positions. |
3
Years |
Destroy |
Personnel |
| 13 |
Application
File - Classified Staff |
Includes
application form, resume, test results, referral and interview data. |
3
years |
Destroy |
Personnel |
| 215 |
Application
File: Non-Hires - Faculty |
Contains
application, correspondence, resumes, etc. from applicants for positions. |
3
Years |
Destroy |
Personnel |
| 217 |
Canceled
Position File - Classified Staff |
Application
forms, correspondence sent and received concerning positions that have
been canceled. |
3
Years |
Destroy |
Personnel |
| 218 |
Certification
File - Classified Staff |
Record
of employees who have attained certification in their classification. May
include log book and printouts. |
Active
+ 3 Years |
Destroy |
Personnel |
| 256 |
Civil
Service Examinations File - Classified Staff |
Old
examinations used for the purpose of devising new testing programs. Also
can include information and materials for Civil Service testing. |
Active |
Destroy |
Personnel |
| 219 |
Declinations
File - Faculty |
Contracts,
recommendations, letters of people who have declined positions. |
3
Years |
Destroy |
Personnel |
| 14 |
Employment
Files - Students |
Active
and inactive files. Student authorization forms, State and federal withholdings,
P.E.R.S., step increases, termination notices, reclassification forms,
exemptions. |
Active
+ 5 years |
Destroy |
Personnel |
| 220 |
General
Applicant Files - Contract Staff |
Resumes
on file. |
3
Years |
Destroy |
Personnel |
| 221 |
Hazardous
Exposure Records |
|
Indefinite |
|
Personnel |
| 222 |
I
- 9 Forms - Student |
Federal
employment eligibility verification for on-campus student employees. |
Active
+ 5 Years |
Destroy |
Personnel |
| 223 |
Index
System - Faculty |
Cards
or other reference list for all active and inactive faculty. |
Active
+ 5 Years |
Archives.
Review for historical value. |
Personnel |
| 257 |
Job
Cards - Student |
Job
descriptions for campus and off-campus positions which have been filled
or are no longer offered. |
Active |
Destroy |
Personnel |
| 258 |
Job
Description File - Classified Staff |
Master
file of classified job descriptions. Retained for pay-range classification
purposes. |
Active |
Destroy |
Personnel |
| 224 |
Job
Descriptions |
|
3
Years |
Destroy |
Personnel |
| 225 |
Layoff
File - Classified Staff |
File
contains printouts, rosters, and correspondence documenting university
or college layoffs. Pertinent employee data, date of hire, classification,
department, and retention points (performance) are included. |
5
Years |
Destroy |
Personnel |
| 227 |
Leave
Record - Classified Staff |
Forms
used to document sick leave and vacation leave. Includes hiring date, longevity
date, amount of sick leave and vacation leave accrued. |
5
Years |
Destroy |
Personnel |
| 226 |
Leave
Record - Faculty |
Vacation
and sick leave earned and used. |
Active
+ 5 Years |
Destroy |
Personnel |
| 228 |
On-The-Job
Training Records - Classified Staff |
Complete
training records for individuals seeking classified positions. Includes
V.A. approval, progress report, record of trainee-trainer, date started,
hours worked, etc. |
Active
+ 3 Years |
Destroy |
Personnel |
| 15 |
Payroll
Deduction Authorizations |
All
forms used to authorize deductions for charitable organizations, credit
unions, union dues, U.S. Savings Bonds, etc. |
Active
+ 6 years |
Destroy |
Personnel |
| 229 |
Performance
Evaluation Forms - Classified Staff |
File
contains annual printouts and log books, with such information as name,
Social Security Number, date of hire, classification, supervisory, mid-
and end-probationary dates, and department, and university or college employee
performance evaluations. |
5
Years |
Destroy |
Personnel |
| 233 |
Personnel
Card File - Classified Staff |
File
card coordinated to classified personnel files. Includes name, Social Security
Number, status, classification, department, anniversary date, pay, resignation,
date, sick leave, performance, etc. |
Active
+ 5 Years |
Archives.
Review for historical value. |
Personnel |
| 234 |
Personnel
File - Faculty |
Original
faculty contracts and addenda, promotion and tenure documentation, original
transcripts, hiring documentation, resumes, letters of recommendation,
correspondence, teaching schedules, tax forms, sabbatical information,
evaluation forms, STRS forms, promotion and tenure decisions. Includes
part-time and adjunct faculty files. |
Active
+ 5 Years |
Destroy.
Review for administrative value. |
Personnel |
| 232 |
Personnel
Files (Active & Inactive) - Contract Staff |
Employment
record maintained for full-time and part-time university or college contract
employees. Files can contain position descriptions, applications, letters
of appointment or change, personnel data, notice of salary rate, copies
of birth certificate, annual contracts, performance evaluations, P.E.R.S.
forms, previous state service forms, Social Security card, reclassification
notices, letters of commendation or reprimand, publications, evidence of
continuing education, transfers, leave of absence requests, payroll forms,
vacation and sick leave reports, resignations, termination notices. |
Active
+ 5 Years |
Destroy.
Review for administrative value. |
Personnel |
| 231 |
Personnel
Files - Classified Staff |
Employment
record maintained for full-time and part-time classified employees. Files
may contain applications, copies of driver's license, Social Security card,
birth certificate, payroll, leave or absence requests, letters of commendation
and reprimand, transfer requests, leave forms, evaluations, reclassifications,
certifications, promotions, step increases, longevity, P.E.R.S. forms,
employee's inspection of personnel file form, personnel card, etc. |
Active
+ 5 Years |
Destroy.
Review for administrative value. |
Personnel |
| 230 |
Personnel
Requisition for Classified Staff |
Departmental
request placed whenever a position within the department becomes vacant. |
3
Years |
Destroy |
Personnel |
| 259 |
Position
Description File - Faculty |
Description
of current positions. |
Active |
Destroy |
Personnel |
| 235 |
Position
Vacancy Announcement - Classified Staff |
Job
descriptions for each university or college position posted. |
3
Years |
Destroy |
Personnel |
| 236 |
Promotion
and Tenure File - Faculty |
Recommendations,
evaluations, materials submitted for promotion or tenure. Tenure and promotion
recommendations (approval or denial) and pertinent correspondence maintained
in permanent personnel file. |
5
Years |
Archives.
Review for historical value. |
Personnel |
| 238 |
Public
Employees Retirement System File - Contract Staff |
Includes
copies of retirement applications documenting pertinent personal, spouse
and beneficiary data. Working papers and correspondence are included. |
Active
+ 6 Years |
Destroy |
Personnel |
| 237 |
Public
Employees Retirement System Files - Classified Staff |
Includes
copies of retirement applications documenting pertinent personal, spouse,
and beneficiary data. Working papers and correspondence are included. |
Active
+ 6 Years |
Destroy |
Personnel |
| 239 |
Public
Employees Retirement System Log - Classified Staff |
Record
of university or college classified employees and their date of retirement
and address. |
Active
+ 6 Years |
Destroy |
Personnel |
| 240 |
Public
Employees Retirement System Log - Contract Staff |
Record
of university or college employees, address and date of retirement. |
Active
+ 6 Years |
Destroy |
Personnel |
| 241 |
Reclassification
Files - Classified Staff |
Record
of university or college employee reclassification with accompanying job
audit reviews, audit appeals, position description questionnaires, correspondence
and final decision documentation. |
5
Years |
Destroy |
Personnel |
| 242 |
Recruitment
/ Search Files - Contract Staff |
Contract
staff search files. May contain position authorization forms, job descriptions,
minutes , applicants' credentials, search chronologies, authorization to
hire forms, correspondence. |
3
Years |
Destroy |
Personnel |
| 243 |
Residence
Hall Advisor Files |
Files
on candidates selected for employment as residence hall advisors. |
Active
+ 5 Years |
Destroy |
Personnel |
| 244 |
Residence
Hall Advisors - Unselected |
Files
on candidates not selected as residence hall advisors. |
3
Years |
Destroy |
Personnel |
| 245 |
Search
Committee Files - Faculty |
Records
of individuals who applied or interviewed for positions for which a committee
was formed. Files contain position authorization forms, job descriptions,
search committee minutes, applicant credentials, correspondence, authorization
to hire forms. |
3
Years |
Destroy |
Personnel |
| 246 |
Selection
Criteria Form - Classified Staff |
Form
providing an explanation as to why a person was or was not hired for a
university or college position. |
3
Years |
Destroy |
Personnel |
| 247 |
Service
Reports / Activity Reports - Faculty |
Records
for the academic year and each term listing teaching and advisory assignments,
research, administrative duties and public service. Data is included for
full-time and part-time faculty and graduate assistants. Reports printed
either alphabetically by name of faculty member or by department. |
Active
+ 5 Years |
Archives.
Review for continuing administrative or historical value. |
Personnel |
| 213 |
State
Classification File - Classified Staff |
Lists
of classification by pay range as directed by the State Department of Administrative
Services. |
Until
Superseded |
Destroy |
Personnel |
| 248 |
Student
Time Reports |
Record
of hours worked by student employees. |
3
Years |
Destroy |
Personnel |
| 260 |
Summer
Contracts - Student |
Flyers
for on- and off-campus employment opportunities. |
Active |
Destroy |
Personnel |
| 249 |
Summer
Employment File - Classified Staff |
Record
of employees with alternate summer job responsibilities usually in dining
halls, union, health center, residence halls and custodial. |
5
Years |
Destroy |
Personnel |
| 250 |
Suspension
File - Classified Staff |
Record
of suspended university or college employees including name, classification,
department, reason for suspension and duration of suspension, pertinent
supporting documentation. |
5
Years |
Destroy |
Personnel |
| 16 |
Time
Cards |
Record
of time worked by employees. |
3
years |
Destroy |
Personnel |
| 214 |
Unemployment
Compensation Log |
Record
of unemployment compensation cases. |
Until
Superseded |
Destroy |
Personnel |
| 252 |
W-4
Forms |
Forms
completed by employee showing federal tax withholding exemptions. |
Active
+ 6 Years |
Destroy |
Personnel |
| 251 |
Wage
and Fringe Benefit Surveys - Classified Staff |
Surveys
conducted by the university or college with area organizations in an effort
to acquire comparative data regarding wage and fringe benefit programs. |
3
Years |
Destroy |
Personnel |
