This General Schedule is applicable to the Personnel records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
(1) Academic and Unclassified Employees Personnel
Records
(2) Academic and Unclassified Employees Personnel
Records (Supervisor's Copy)
(3) Affirmative Action and Equal Opportunity Records
(4) Affirmative Action and/or Human Resources Recruitment
Review Records
(5) Appointing Authority Administrative Records
(6) Bargaining Unit Records
(7) Benefits Policies and Procedures Records
(8) Certificates of Eligibles
(9) Classified Employees Layoff Records
(10) Classified Employees Non-Routine Evaluations
(11) Classified Employees Personnel Records
(12) Classified Employment Testing Records
(13) Classified Rejected Applications
(14) Classified Unsolicited Applications
(15) Continuation of Insurance Benefits (COBRA)
Records
(16) Continuing Education Instructor's Records
(17) Cooperative, Fraternity, and Sorority Housing
Employees Records
(18) Drug Testing Records
(19) Employee Medical Records
(20) Employees Benefits Records
(21) Employees Training Records
(22) Employees Employment Verification Records
(23) Employment Eligibility Verification Forms
(24) Employment Policies and Procedures Records
(25) Executive Evaluations Administration Records
(26) Family and Medical Leave Case Files
(27) Graduate Assistantship Applications Records
(28) H-1 Visa Scholars Records
(29) Health Emergency Information Records
(30) Immigrant Visa Scholars Records
(31) J-1 Visa Scholars Records
(32) Layoff Administration Records
(33) Merit Increase and Trial Service Performance
Appraisal Lists
(34) National Faculty Exchange Program Records
(35) Personnel Research Data Records
(36) Position Descriptions
(37) Position Inventory Control System (PICS) Reports
(38) Promotion, Tenure, and Salary Increase
Records
(39) Recruiting Pool Records
(40) Residential Advisor (RA) Employees Records
(41) Retirement Incentive Program Records
(42) Sabbatical Leave Records
(43) Search Records
(44) Staffing Policies Records
(45) Student and Classified Employees Compensation
Records
(46) Student Employees Personnel Records
(47) Student Faculty/Course Evaluation Records
(48) Time, Attendance and Leave Records
(49) Tuition Reduction Records
(50) Volunteer Program Records
(51) Unemployment Compensation Claim Records
(52) Work Time Adjustment Agreements
(1) Academic and Unclassified
Employees Personnel Records
This series documents the academic employee's work history at
the Institution and includes routine, non-evaluative information
such as job title, rank, full-time equivalency (FTE) or appointment
percentage, dates of employment, salary, employing department,
education and employment background. Some of the documents comprising
this series include confidential information such as social security
number, birth date, and marital status. Records may include but
are not limited to: copies of Affirmative Action Compliance Data
Forms; Applications for Admission to Graduate School; Applications
and Contracts for Sabbatical Leave; Applications for Academic
Employment; Athletic Contracts/Overseas Agreements; Conditions
of Employment; Memoranda of Agreement; Notices of Appointment;
Overload Compensation Requests; Patent Rights Waivers; Pay/Budget
Action Forms; forms documenting personnel actions, including Salary
Adjustments and Summer Session Appointments; Proposals for Academic
Appointment; Requests for Approval for Outside Employment; resumes
or curriculum vitae; Retirement Agreements; [Sick] Leave Accrual
Forms; Technology Transfer Agreements; Tenure Relinquishment Forms;
employee Social Security number disclosure forms; and related
documentation and correspondence, such as letters of resignation
and memos confirming appointments.
Record Copy: Human Resources
Retention: 75 years
Other Copy: University Archives
Retention: 75 years
 CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(2) Academic and Unclassified
Employees Personnel Records (Supervisor's Copy)
This series documents the academic employee's work history maintained
in the office of the dean, director, department head, or vice
provost. It includes evaluative materials and non-evaluative information
such as job title, rank, full-time equivalency (FTE) or appointment
percentage, dates of employment, salary, employing department,
education and employment background. Some of the documents comprising this series include
confidential information such as social security number, birth
date, and marital status. These records may be for full-time,
part-time, and/or courtesy academic employees. Records may include
but are not limited to: Activity Reports; copies of Affirmative
Action Compliance Data Forms; Applications for
Admission to Graduate School; applications, contracts, and other
records for sabbatical leave; emeritus faculty status letters;
Employee Emergency Medical Information Forms; Applications for
Academic Employment; Athletic Contracts/Overseas Agreements; Awards;
Conditions of Employment Forms; Notices of Appointment; Overload
Compensation Requests; Patent Rights Waivers; Pay/Budget Action
Forms; Periodic Reviews of Faculty letters and records; forms
documenting personnel actions, including Salary Adjustments and
Summer Session Appointments; professional development records;
Proposals for Academic Appointment; recommendations; reports of
conferences attended; Staff Reports of Service to the Institution;
Periodic Reviews of Administrators Summaries; reprimands; Requests
for Approval for Outside Employment; resumes or curriculum vitae;
Retirement Agreements; Sick Leave Accrual Forms; Teaching Evaluations;
Student Evaluations of Faculty Summary Reports; Technology Transfer
Agreements; Tenure Relinquishment Agreements; Employment Eligibility
Verifications (Form I-9); Vacation Leave Report Forms; home address/telephone
disclosures; and other relevant documents and correspondence,
including commendations, letters from the chair or the dean concerning
the nature of the faculty member's appointment and the expectations
of the faculty member, letters granting fellowship, letter of
position offer, letter of resignation, memoranda of agreement,
Notices of Disciplinary Action, Notices of Layoff, and unsolicited
letters praising teaching or participation in a conference.
Record Copy: Institutional executive offices, Colleges,
Units
Retention: 5 years after employee separation
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more information. |
(3) Affirmative Action and
Equal Opportunity Records
Series documents agency, institution, college, department, or unit compliance with
regulations of the U.S. Equal Employment Opportunity Commission including
affirmative action. Records may include but are not limited to mission, goal, and
policy statements, plans showing how compliance will be accomplished and updates,
EEO-6 and Vets 100 Employment Reports, statistical, status, and audit reports,
executive department printouts, Ways and Means reports, AA compliance data sheets,
case histories, and related documentation and correspondence.
Record Copy: Affirmative Action
Retention: Permanent for narrative reports, policy, mission and goal
statements, Equal Opportunity and Affirmative Action plans, and audit reports;
20 years for EEO-6/Vets 100/Ways and Means reports and Executive Department
printouts; 10 years for statistical and status reports, case histories,
correspondence, and related documentation; 3 years for all other records.
Transfer the record copy of all permanent records to the University
Archives after 10 years.
Other copies: Units
Retention: 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
 NOTE: See also (4) Affirmative Action Audits and Annual
Reports, (5) Affirmative Action Compliance
Records, (27) Institutional Affirmative
Action Policy and Plans, and (43)
Unit Affirmative Action Compliance Records in the Administrative
Records section. |
(4) Affirmative Action and/or
Human Resources Recruitment Review Records
This series documents review of all stages of academic hiring
by the institution's affirmative action office and/or human resources
office. Records may include but are not limited to: position descriptions;
Notifications of Academic Position Opening; Affirmative Action
Compliance Data sheets; Affirmative Action compliance statements;
Applicant Pool and Appointment Reports; utilization reports; payroll-budget
requests or action forms; contract requests to offer appointments;
certificates of eligibles or applicant lists; and related documentation
and correspondence.
Record Copy: Affirmative Action, Human Resources
Retention: 3 years
Other copies: Units
Retention: 2 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(5) Appointing Authority
Administrative Records
This series describes the responsibilities of those persons given
the authority to appoint personnel to positions [as required by
special circumstances]. Records include policy documentation and
correspondence.
Record Copy: Human Resources
Retention: Until superseded or obsolete
(6) Bargaining Unit Records
This series documents negotiations and contractual agreements
between the institution and the bargaining unit; it is also used
for labor relations planning. Records may include but are not
limited to: union contracts and amendments; tentative agreements;
arbitrator's recommendations; negotiation work notes; strike contingency
plans; management counter proposals; negotiation updates; newspaper
clippings; press releases; research background material; employee
classification printouts; Fair Share records; minutes, sound recordings,
exhibits and reports of meetings; and related documentation and
correspondence.
Record Copy: Human Resources
Retention: 75 years for final contracts, amendments, and
negotiation minutes; 6 years after contract expires for all other
records
Other copies: Units
Retention: Until superseded
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(7) Benefits Policies and
Procedures Records
This series documents policy and procedure decisions and important
events in the operations history of the office and includes contracts
and formal documents which state or form the basis for policy
or set precedents. Records may include but are not limited to:
records concerning the Academic 12-month Pay Option for Payroll;
American Football Coaches Retirement Trust; dependent care flexible
spending account program records; early retirement programs; employee
orientation program; Employee Assistance Program; injured worker
benefits; Continuing Benefits to Injured Workers (CBIW) records;
insurance continuation coverage known as COBRA (Consolidated Omnibus
Budget Reconciliation Act); medical, dental, life/disability insurance
program records; open enrollment records; the institution Staff
Handbook; Life Insurance; post doctorate fellow insurance program;
Public Employee Retirement System (PERS); Retirees; tax deferred
investment programs; Teachers Insurance Annuity Association and
College Retirement Equities Fund (TIAA/CREF); Unionflex program;
[US Savings Bonds;] Volunteer Insurance; and related documentation
and correspondence.
Record Copy: Human Resources
Retention: 6 years after expiration of program or contract
(8) Certificates of Eligibles
This series documents the names of applicants currently eligible
for hire for specific classified positions. The list is supplied
by the personnel office to departments seeking to fill vacancies.
Data elements on this list may include but are not limited to:
name; address; telephone number; and rank or exam results. Copies
of Employment Applications and Skill Code Sheets may be included
with this record series.
Record Copy: Human Resources
Retention: 3 years after end of search if part of recruitment;
1 year if not part of a search
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(9) Classified Employees
Layoff Records
This series documents layoff procedures followed for affected
employees. Records may include but are not limited to: employees
names; position titles; classification numbers; hire dates; layoff
dates; seniority status; and related documentation and correspondence.
Record Copy: Human Resources
Retention: 3 years after employee separation
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(10) Classified Employees
Non-Routine Evaluations
This series documents the non-routine evaluation of the classified
employee's work performance. Records may include: commendations;
recommendations; disciplinary actions; reprimands; explanations
or opinions filed in response to critical material; and related
correspondence.
Record Copy: Human Resources
Retention: 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(11) Classified Employees
Personnel Records
This series documents the classified employee's work history at
the institution and includes routine evaluative materials and
non-evaluative information such as job title, full-time equivalency
(FTE) or appointment percentage, dates of employment, salary,
employing department, education and employment background. Some
documents in this series contain confidential information such
as social security number, birth date, and marital status. Records
may include but are not limited to: employment applications which
may include skill code sheets; resumes; selected memos such as
agreement or request for position change, merit increase requests
and notices, request for re-employment (letter of hire), resignation
letters from employees, and termination letters from employer; commendations;
recommendations; reprimands; work plans; forms documenting personnel
actions; personnel performance evaluations; pay/budget action
forms; leave records; time and attendance records; designation
of beneficiary forms; union dues information; resumes; layoff
notices; awards; licenses and certificates; college credit information;
employee Social Security number disclosure forms; home address/telephone
disclosure authorizations and related correspondence.
Record Copy: Human Resources
Retention: 75 years for employment applications, agreements
or requests for position change, merit increase requests and notices,
request for re-employment, resignation letters, employer termination
letters, personnel action forms, layoff notices, designation of
beneficiary forms, personnel evaluations, and resumes; 3 years
for letters of reprimand; 3 years after employee
separation for all other records
Other copies: Units
Retention: 1 year for records of employees promoted, transferred
or demoted within the institution; upon termination for all other
records
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(12) Classified Employment
Testing Records
This series documents the testing process for classified positions
administered by human resources staff. Records may include but
are not limited to: test forms completed by qualified applicants;
summary lists with scores; testing materials; and related documentation
and correspondence.
Record Copy: Human Resources
Retention: 3 years
Other copies: Units
Retention: 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(13) Classified Rejected
Applications
This series documents employment applications that were submitted
for jobs with the institution and for reasons of incompleteness
or inadequate qualifying experience/training are rejected. Records
may include but are not limited to institutional employment applications
and state forms PD 100 and PD 229R.
Record Copy: Human Resources
Retention: 3 years after position filled or recruitment
canceled
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(14) Classified Unsolicited
Applications
This series documents unsolicited requests for consideration for
employment possibilities in institution units. Records may include
but are not limited to: curriculum vitae and resumes; transcripts;
letters of application; and related materials and correspondence.
Record Copy: Units
Retention: 3 months
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(15) Continuation of Insurance
Benefits (COBRA) Records
This series documents the institution's compliance with the Consolidated
Omnibus Reconciliation Act of 1986 (COBRA). Records may include:
notices given to insurance administrators when employees leave
the institution; information includes employee and dependent names
and Social Security numbers, insurance package currently carried,
dates of termination, coverage end date, and dates of notice to
the contractor.
Record Copy: Human Resources
Retention: 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(16) Continuing Education
Instructor's Records
This series is used to provide a record of competency of persons
applying to teach continuing education courses. Records, which
are filed by course with term and instructor name, may include
but are not limited to: resumes; curriculum vitae; personnel actions;
time sheets; course proposals; request for undergraduate and graduate
course and instructor approval forms; tentative course outlines;
letters of nomination; letters of appointment and/or rejection;
and related documentation and correspondence.
Record Copy: Continuing Higher Education
Retention: 75 years for appointment information; 5 years
after separation from Continuing Education faculty for all other
records
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(17) Cooperative, Fraternity,
and Sorority Housing Employees Records
This series documents applications received by the institution
from individuals who were subsequently hired as head residents,
hostesses, housemothers, or cooks at fraternities, sororities,
and cooperatives. Each application includes: date of birth; social
security number; educational background; prior work experience;
interests; and hobbies.
Record Copy: Student Affairs
Retention: 75 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(18) Drug Testing Records
Records document the testing of current and prospective employees for controlled
substances prohibited by policy, procedure, or statute. Records may include but
are not limited to the documentation of test results, the collection process, the random
sample process, and those documenting the decision to administer reasonable suspicion
drug testing.
Retention: Retain negative drug test results, 1 year; Retain positive drug test results, 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(19) Employee
Medical Records
Records document an individual employee's work related medical history. These
records are not personnel records and must be kept physically separate from
employee personnel records--in a separate location, as required by the Americans
with Disabilities Act. Records may include but are not limited to medical examination
records (pre-employment, pre-assignment, periodic, or episodic), X-rays, records
of significant health or disability limitations related to job assignments, documentation
of work related injuries or illnesses, hearing test records, hazard exposure records,
first-aid incident records, physician statements, release consent forms, and related
correspondence. These records are not personnel records and must be kept physically
separate from employee personnel records--in a separate location, as required by
the Americans with Disabilities Act. SEE ALSO Medical Surveillance Records in
the Safety and Security section.
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(20) Employees Benefits
Records
This series documents academic, professional and classified employees
participation in benefits programs at the institution and contains
information such as hire date, employing department, choices of
medical and dental coverage, dependent coverage, coverage dates,
coverage amounts and premiums. Records may include but are not
limited to: Applications for Life Insurance; [Authorizations for
Electronic Deposit;] Bargaining Unit Benefits Board (BUBB) and
Public Employees Benefits Board (PEBB) Health and Dental Enrollment
Forms; Benefits Worksheets for Payroll Corrections; Cancellations
of Payroll Deduction Authorizations; [Employee Assistance Program
information;] Insurance Data Change Forms; Employee Status Sheets;
Enrollment Status Sheets; Letters of Approval for Coverage from
insurance companies; Notices of Declination of Coverage from insurance
companies; Notices of Approval of Group Insurance Coverage; Oregon
Public Employee Union (OPEU) Membership Applications; Authorization
for Payroll Deductions forms; State Employees' Benefit Board (SEBB)
and PEBB Enrollment [Cards] for Optional Spouse Life Insurance;
SEBB/PEBB Health, Dental, and Dependent Care Account Enrollment
Forms; SEBB/PEBB Employee Update Forms for Health, Dental, and
Flexible Spending Account; SEBB/PEBB Life/Disability Insurance
Applications; Tax Deferred Investment (TDI) information; Unionflex
(BUBB/PEBB, OPEU) Enrollment Forms; designation of beneficiary
forms; US Savings Bond Payroll Authorizations; and correspondence
concerning related matters such as terms of coverage and explanations
for changes in coverage.
Record Copy: Human Resources
Retention: 75 years from original date of hire
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(21) Employees Training
Records
This series documents employee participation in training courses
or programs for development purposes. Records may include but
are not limited to: staff fee requests to take classes; course
agendas, descriptions, and syllabi; course outlines and materials;
enrollment and attendance records; training requests and authorizations;
certificates of completion; and related documentation and correspondence.
Record Copy: Human Resources, Units
Retention: 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(22) Employees Employment
Verification Records
This series documents the responses to inquiries for evidence
of employment from offices within the institution, banks and credit
agencies, government agents, businesses, and current and former
personnel. Records may include but are not limited to: copies
of written requests; release of information authorization forms;
telephone request forms; office control documents; statistical
summaries; and related documentation and correspondence.
Record Copy: Human Resources, University Archives, Units
Retention: 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(23) Employment Eligibility
Verification Forms
This series documents information used to establish the identity
and to verify the employment eligibility of employees to preclude
the unlawful hiring of persons not authorized to work in the United
States. Records include completed I-9 forms and copies of documents
that establish the identity and the employment eligibility of
the employee.
Record Copy: Human Resources
Retention: 3 years after date of hire or 1 year after separation,
whatever is longer
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(24) Employment Policies
and Procedures Records
This series documents employment policies and procedures administered
by institution personnel offices. Records may include but are
not limited to: information on academic year appointments; employment
of disabled persons; family employment program; interviewing;
job sharing; nepotism; overseas employment; student employment;
temporary appointments; transfers; and related documentation and
correspondence.
Record Copy: Human Resources
Retention: Permanent
Transfer the record copy to the University Archives when superceded.
Other copies: Units
Retention: Until superseded
(25) Executive Evaluations
Administration Records
Series documents the administration of routine performance evaluations
of OUS chancellors and individual college and university presidents.
Records may include: appointment schedules; letters of follow-up
and thank you; press releases and announcements; hotel and travel
arrangements; and related correspondence.
Record Copy: President's Office
Retention: 3 years
(26) Family and Medical
Leave Case Files
This series documents requests for leave and granted leaves by
employees under provisions of the Federal Family and Medical Leave
Act and the Oregon Family Medical Leave Act. Records may include
but are not limited to: employee leave request forms; notices
to employees of leaves granted or rejected; Certification of Health
Care Providers for the employee or a family member; employee backup
information and leave history records; employee time records;
Continuation of Health and Dental Insurance Benefits Memorandum;
and related documentation and correspondence.
Record Copy: Human Resources
Retention: 3 years after case closed
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(27) Graduate Assistantship
Applications Records
This series documents applications of graduate students for Graduate
Teaching Assistantships and Graduate Research Assistantships in
academic programs. Records include: applications developed by
individual units; resumes and vitae; and related documentation
and correspondence.
Record Copy: Units
Retention: 5 years after application or termination of
employment, whichever is longer for successful applicants; 3 years
for denied applicants
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(28) H-1 Visa Scholars
Records
This series documents the temporary employment of internationals
by the institution and is used to monitor compliance with Immigration
and Naturalization Service regulations. Records may include but
are not limited to: Petition for a Non-immigrant Worker (Form
I-797); Labor Conditions Applications for H-1B Non-immigrant;
Prevailing Wage Information Request; Application to Immigrant and
Naturalization Service (INS); documentation
of requests for visa extensions; details of work assignments;
and related documentation and correspondence including the letter
of support.
Record Copy: International Education
Retention: 6 years after expiration of visa and extensions
granted
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(29) Health Emergency Information Records
This series documents the health identification information of students, faculty
or staff. Health information may be collected for sponsored field trips,
participation in physical education classes, and other activities. Information
may include but is not limited to personal identification and physician's name
and contact information, and emergency contact and health insurance information.
Note: These records are not the same as the Emergency Notification Forms found
in the Personnel File.
Record Copy: Units
Retention: 1 year after the end of the event or activity for which this
information was collected
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(31) J-1 Visa Scholars
Records
This series documents the short-term appointment of non-immigrant
international scholars as visiting faculty, specialists, researchers
and trainees. Records may include but are not limited to: United
States Information Service Certificates of Eligibility for Exchange
Visitors Forms (IAP-66); descriptions of work to be performed;
methods of financial support; copies of passports; check-in forms
with personal data such as addresses, telephone numbers, and information
concerning dependents; related correspondence, most often concerning
eligibility of spouses and children to accompany or join the scholar;
log sheets noting the nature of telephone calls concerning each
scholar's status; and related documentation.
Record Copy: International Education
Retention: 3 years after visa expiration
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(32) Layoff Administration
Records
This series documents policies and procedures administered by
institution personnel offices with regard to layoffs. Records
may include but are not limited to: position eliminations information;
employee assistance information; layoff lists; management service
layoff policy; news publications; salary funding requests; vacancy
lists; and related documentation and correspondence.
Record Copy: Human Resources
Retention: Permanent
Transfer the record copy to the University Archives when superceded.
|
NOTE: For individual
classified employees layoff records see (9) Classified
Employees Layoff Records in this section. |
(33) Merit Increase and
Trial Service Performance Appraisal Lists
This series documents classified employees who are expected to
receive merit pay increases or successfully complete their six-month
trial service period. The lists, organized by academic department
or administrative office, include: employee's name; class; social
security number; position number; employee status and type; FTE;
pay rate qualifier; current step and pay rate; new pay rate and
step (merit increase only); and trial service completion date
(trial service only).
Record Copy: Human Resources
Retention: 6 months
Other copies: Units
Retention: Until end of list month
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(34) National Faculty Exchange
Program Records
This series documents an exchange program which allows university
faculty members to exchange teaching positions with other institutions'
faculty members within the United States. Records include: contracts;
summaries; and related correspondence.
Record Copy: Academic Affairs
Retention: Permanent for summaries; 5 years for all other
records
Transfer the permanent records to the University Archives after
5 years.
(35) Personnel Research
Data Records
This series documents the comparative salaries, benefits, collective
bargaining agreements, staffing requirements, minimum qualifications,
recruitment, and training of an institution's employees. Records
include but are not limited to: published and unpublished data;
statistical reports; and related documentation and correspondence.
Record Copy: Human Resources, Budgets & Planning
Retention: Until superseded or obsolete
Other copies: Units
Retention: Until superseded or obsolete
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(36) Position Descriptions
This series documents job descriptions for classified and faculty
positions and is used for employee recruiting, Fair Labor Standards
Act eligibility analysis, position review, and reclassification
purposes. Information fields in the position descriptions may
include position names, position numbers, qualifications, functions
and responsibilities, duties, hierarchical data, job classification
numbers, description of duties, and pay rates. Records may include
but are not limited to: Position Description forms; Reclassification
Position Descriptions and documentation; Classification Listings;
Positions Listings; and related documentation and correspondence.
Record Copy: Human Resources
Retention: Present and two previous descriptions for each
position or descriptions covering a period of 5 years, whichever
is greater; 5 years for position reclassification records
Other copies: Units
Retention: Until obsolete or superseded
(37) Position Inventory
Control System (PICS) Reports
This series documents job classification control and distribution
code tracking, and is used to set budgets for dollars, to verify
control numbers, and to regulate the total authorized FTE. Information
included in these various computer printouts includes position
numbers, distribution codes, budget authorization numbers, and
classification control data. Records may include but
are not limited: to PIC System Report E (by Budget Institution
Position Number); PIC System Report F (by Budget Institution Fund
Account); and PIC System Report G (by Appointing Authority); Personnel
Position Data Base (PPDB) forms; and related documentation and
correspondence. This is a closed series.
Record Copy: Budgets & Planning
Retention: 4 years
Other copies: Units
Retention: Until superseded
(38) Promotion, Tenure,
and Salary Increase Records
This series
documents the periodic consideration of faculty who are eligible
for changes in rank, tenure status, and/or pay. Records may include
but are not limited to promotion and tenure dossiers compiled
and presented by the faculty member as per instructions from Academic
Affairs as well as other materials which are compiled and maintained
for inclusion, analysis,
and summarization into the dossier folders. The dossiers may include
but are not limited to: candidate dossier cover form or checklist;
prior service agreement; Confidential Waiver for letters of evaluation;
current position description; letters of evaluation; current curriculum
vitae or resume; activity summary and evaluations of teaching,
curriculum development and advising from students, participants/clients,
and peers; candidate acknowledgment of dossier review; student
evaluations of faculty summary reports; committee signature sheets;
committee findings; recommendations of administrative superiors;
and related documentation and correspondence. These files should
always be maintained physically separate from departmental and
college personnel files, but are considered to be a part of the
academic personnel record.
Record Copy: Colleges
Retention: 10 years
Other copies: Units
Retention: 6 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(39) Recruiting Pool Records
This series is used as a reference for prospective applicants
for faculty and staff positions drawn from either previous recruitments
or unsolicited applications. Records may include but are not limited
to: curriculum vitae or resumes; cover letters; Applications for
Employment; interview materials; position announcements; evaluations
of prospective employees; and related correspondence.
Record Copy: Colleges, Units
Retention: 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(40) Residential Advisor
(RA) Employees Records
This series documents the selection process, requirements, and
work history of residential advisors. RAs apply in the Winter
Term for the following school year. After preliminary screening
and approval applicants are required to enroll in a course designed
for potential RAs taught by student housing staff. Records may
include but are not limited to: application forms;
transcripts; recommendations; interviewers' notes; notification
letters; contracts which give duties and responsibilities, enrollment
hours limitations, and signatures; papers or projects completed
in the required RA course; staff evaluations of applicants and
term-by-term evaluations of appointees; and related documentation
and correspondence.
Record Copy: Housing & Dining
Retention: 5 years after employee separation
Other copies: Student Affairs
Retention: 5 years after employee separation
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(41) Retirement Incentive
Program Records
This series documents the cost of incentive programs providing
benefits for university employees who choose early retirement.
Records include: agreements between the university and employees
for lump sum, monthly, or annual payments; records of actual payments;
and related correspondence.
Record Copy: Human Resources
Retention: 6 years after final payment
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(42) Sabbatical Leave Records
This series documents sabbatical leave activities of institution
faculty. Records may include but are not limited to: reports;
applications; contracts; and related documentation and correspondence.
Record Copy: Human Resources
Retention: Permanent
Transfer the record copy to the University Archives after 5
years.
Other copies: Colleges, Units
Retention: 8 years
(43) Search Records
This series documents the selection process for academic, classified
and student positions within the institution. Records may include
but are not limited to: applications; curriculum vitae or resumes;
academic transcripts; samples of writing or publications; approvals
of recruitment proposals; candidate lists; position announcements;
position advertisements; position descriptions; Certificate of
Eligibles; copies of Affirmative Action Compliance Data Forms;
Requests to Fill Academic Position Forms; interview materials
such as schedules, rating sheets, tallies, screening and interview
notes, review committee notes and memoranda; telephone conversation
notes; and related correspondence such as cover letters and reference
letters. NOTE:
Application materials of successful academic and classified candidates
become part of the employee's personnel file.
Record Copy: Units
Retention: 3 years after search completed for academic
and classified search records; 1 year for student search records
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(44) Staffing Policies
Records
This series documents the adoption and implementation of personnel
and staffing policies at the college and/or unit level pertaining
to topics such as: faculty evaluations; faculty retention; merit
increases; performance evaluations; promotion and tenure, both
instructions and guidelines; sabbatical leave, both policies and
reports; salary adjustments, both guidelines and statistics; and
support staff information. Records may include but are not limited
to: notations on priority staffing decisions; position descriptions;
requests for approval of new staff positions; justification statements;
descriptions of teaching responsibilities for positions requested;
funding information; job announcements; memoranda; and related
documentation and correspondence.
Record Copy: Colleges, Units
Retention: 2 years after superseded or obsolete
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(45) Student and Classified
Employees Compensation Records
This series documents and defines pay rates for classified and
student employees. Records may include but are not limited to
compensation plans; conversion tables for annual, monthly, hourly,
and overtime rates; records concerning extra merit increase, merit
pay system, overtime pay, shift differential, student pay, variable
rate pay, and working out of class; and related documentation
and correspondence.
Record Copy: Human Resources
Retention: Until superseded or obsolete
Other copies: Payroll, Units
Retention: Until superseded or obsolete
(46) Student Employees
Personnel Records
This series documents the student employee's work history from
the supervisor's perspective. This series may contain records
for work-study and/or regular departmental budgeted student employees.
This series may include: resumes; interview questionnaires and
notes; work referral forms; Student Schedule Slips; Financial
Aid Employment Reference Forms; Student Employment Registration
Forms; Personnel Actions Forms; Pay/Budget Action Forms; Work-Study
Time Certificates; Performance Evaluations; Employee Withholding
Allowance Certificate (W-4) forms; Payroll Check Delivery Authorizations;
Requests for Emergency Payroll Draw Forms; commendations; recommendations;
reprimands or notices of disciplinary action; notices of layoff;
letters of resignation; work permits; copies of visas and related
immigration status information; Student Driver Authorization Forms;
Employment Eligibility Forms (I-9); home address/telephone disclosure
authorizations; and related correspondence and documents. The
series may also include photocopies of each employee's drivers
license; birth certificate; or Certificate of Student Employment
Registration.
Record Copy: Units
Retention: 5 years after employee separation for work-study student records; 3 years
after date of hire or one year after graduation, whatever is longer, for
employment eligibility forms (I-9); and 3 years after
employee separation for other student employee records
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(47) Student Faculty/Course
Evaluation Records
This series documents students' evaluations of teaching personnel
and is used to help determine faculty tenure, promotion, merit
increases and/or to review instructional courses and programs.
These records provide students' opinions on faculty members' familiarity
with current literature of the discipline, preparation, assignments,
examinations, lecture styles, willingness to engage in dialogue,
and availability. Records include: bubble forms (input documents);
course reaction inventory printouts; statistical tabulations;
summary reports; and related documentation and correspondence.
Record Copy: Units
Retention: Until tabulated and verified for bubble forms;
5 years for all other records
Other copies: Individual faculty PTSI dossier
Retention: 10 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(48) Time, Attendance and
Leave Records
This series documents time and attendance and leave for faculty,
classified and student employees. Records include: monthly time
entry forms which may include hours worked, leave used, employee's
name, supervisor's authorization, earnings information, and time
distribution information; leave request forms; overtime authorization
or certification; leave summary
reports; leave without pay records; Work-Study time certificates
and referrals; and related documentation.
Record Copy: Administering unit
Retention: 4 years
Other copies: Units
Retention: 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
|
NOTE: See also (19) Student Time Records in the
Payroll Records section. |
(49) Tuition Reduction Records
This series documents employee and/or dependents participation in courses or
programs offered by OUS institutions at reduced tuition rates. Records may include
but are not limited to staff fee requests to take classes, course agendas, descriptions
and syllabi, course outlines and materials, enrollment and attendance records, training
requests and authorizations, certificates of completion, related documentation
and correspondence.
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(51) Unemployment Compensation
Claim Records
This series documents claims submitted by former institution employees
for unemployment compensation. Records may include but are not
limited to: claim records; notices; reports; records generated
by the appeal of claim determinations; and related documentation
and correspondence.
Record Copy: Human Resources
Retention: 2 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(52) Work Time Adjustment
Agreements
This series documents agreements between the employer and the
employee regarding a change in the employee's work hours. Records
may include but are not limited to: the official signed agreement;
related documentation and correspondence.
Record Copy: Human Resources
Retention: Until superseded or obsolete
Other copies: Units
Retention: Until superseded or obsolete
