Or. Admin. R. 166-475-0095 - Personnel Records
(1)Academic and Unclassified Employees
Personnel Records Records document 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; 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.
(Retention: 75 years, destroy).
(2)Academic and Unclassified Employees
Personnel Records (Supervisor's Copy) Records document 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.
(Retention: 5 years after employee separation, destroy).
(3)Affirmative Action and Equal
Opportunity Records Records document agency compliance with the statutes
and regulations of the U.S. Equal Employment Opportunity Commission regarding
affirmative action. Records include affirmative action plans and/or policies,
and their revisions and updates, which are required to be submitted to the
Governor's Affirmative Action Office. Records may also include but are not
limited to reports, supporting documentation, and correspondence.
(Retention:
(a) Permanent for
narrative reports, policy, mission and goal statements, Equal Opportunity and
Affirmative Action plans, and audit reports
(b) 20 years for EEO-6/Vets 100/Ways and
Means reports and Executive Department printouts, destroy
(c) 10 years for statistical and status
reports, case histories, correspondence, and related documentation
(d) 3 years for all other records,
destroy).
(4)Affirmative Action and/or Human
Resources Recruitment Review Records Records document view 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
eligible's or applicant lists; and related documentation and correspondence.
(Retention: 3 years, destroy).
(5)Appointing Authority Administrative
Records Records document persons given the authority to appoint
personnel to positions (as required by special circumstances). Records include
policy documentation and correspondence. (Retention: Until
superseded or obsolete, destroy).
(6)Bargaining Unit Records
Records document 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. (Retention:
(a)
75 years for final contracts, amendments, and negotiation minutes, destroy
(b) 6 years after contract expires
for all other records, destroy).
(7)Benefits Policies and Procedures
Records Records document 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. (Retention: 6 years after expiration of program or
contract, destroy).
(8)Certificates of Eligible's
Records document 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. (Retention:
(a) 3 years after end of search if part of
recruitment, destroy
(b) 1 year if
not part of a search, destroy).
(9)Classified Employees Layoff
Records Records document 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. (Retention: 3 years
after employee separation, destroy).
(10)Classified Employees Non-Routine
Evaluations Records document 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.
(Retention: 3 years, destroy).
(11)Classified Employees Personnel
Records Records document 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. (Retention:
(a) 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, destroy
(b) 3 years for letters of reprimand, destroy
(c) 3 years after employee
separation for all other records, destroy).
(12)Classified Employment Testing
Records Records document 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.
(Retention: 3 years, destroy).
(13)Classified Rejected Applications
Records document 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.
(Retention: 3 years after position filled or recruitment canceled,
destroy).
(14)Classified
Unsolicited Applications Records document 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.
(Retention: 3 months, destroy).
(15)Continuation of Insurance Benefits
(COBRA) Records Records document 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. (Retention: 3 years,
destroy).
(16)Continuing
Education Instructor's Records Records document 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.
(Retention:
(a) 75 years for
appointment information, destroy
(b) 5 years after separation from Continuing
Education faculty for all other records, destroy).
(17)Criminal Background Check
Records Records document the pre-employment or periodic criminal record
check performed on prospective or current staff, faculty, and volunteers by the
agency. Records may include but are not limited to a Fingerprint-Based Criminal
History Verification form documenting the result of a criminal history
background check coordinated by the Oregon Law Enforcement Data System (LEDS).
The form includes name and other personal identifying information, indication
of the existence or absence of criminal record, and related documentation.
(Retention:
(a) Retain
background check log: until superseded or obsolete, destroy;
(b) Retain all other criminal background
check records: 90 days, destroy).
(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:
(a) Retain negative drug test results, 1
year, destroy
(b) Retain positive
drug test results, 3 years, destroy).
(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.
(Retention:
(a) Retain hazard
exposure records: 30 years after employee separation (
29 CFR
1910.1020 ), destroy
(b) Retain audiometric (hearing) test
records: Until employee's termination date (
29 CFR
1910.95(m) )
(c) Retain other employee medical records: 3
years after employee separation, destroy).
(20)Employees Benefits Records
Records document an individual employee's benefit information such as selection
of insurance plans, retirement, pension, and disability plans, deferred
compensation plans, and other benefit program information. Records may include
but are not limited to plan selection and application forms, enrollment
records, contribution and deduction summaries, personal data records,
authorizations, beneficiary information, and related documentation. Records may
be filed with the individual Employee Personnel Records. SEE ALSO Employee
Payroll Records in the Payroll section. (Retention:
(a) Retain PERS enrollment records: 75 years,
destroy
(b) Retain optional plan
enrollment records 75 years, destroy
(c) Retain all other benefits records: 3
years after employee separation or eligibility expired, destroy).
(21)Employees Training
Records Records document 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. (Retention: 3 years,
destroy).
(22)Employees
Employment Verification Records Records document 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. (Retention: 3 years, destroy).
(23)Employment Eligibility Verification
Forms Records document 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. (Retention: 3 years after
date of hire or 1 year after separation, whichever is longer,
destroy).
(24)Employment
Policies and Procedures Records Records document 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;
overseas employment; student employment; temporary appointments; transfers; and
related documentation and correspondence. (Retention:
Permanent).
(25)Executive
Evaluations Administration Records Records 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. (Retention: 3 years,
destroy).
(26)Family and
Medical Leave Case Files Records document 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. (Retention: 3 years
after case closed, destroy).
(27)Graduate Assistantship Applications
Records Records document 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.
(Retention:
(a) 5 years after
application or termination of employment, whichever is longer for successful
applicants, destroy
(b) 3 years for
denied applicants, destroy).
(28)H-1 Visa Scholars Records
Records document 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. (Retention: 6
years after expiration of visa and extensions granted, destroy).
(29)Health Emergency Information
Records Records document 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. (Retention: 1 year
after the end of the event or activity for which this information was
collected, destroy).
(30)Immigrant Visa Scholars
Records Records document the application and approval of international
scholars for permanent immigrant status. Records may include but are not
limited to Applications for Alien Employment Certifications issued by the
Department of Labor, Employment and Training Administration; advertisements for
positions; curriculum vitae; transcripts; letters of recommendation; notes on
all applicants for positions demonstrating that a petitioner was the best
qualified for an advertised position; forms indicating the institution's
efforts to employ comparably qualified U.S. citizens (ETA750); interviewers'
notes and memoranda; and related correspondence. (Retention: 75
years, destroy).
(31)J-1 Visa
Scholars Records Records document 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.
(Retention: 3 years after visa expiration, destroy).
(32)Layoff Administration Records
Records document policies and procedures administered by institution
personnel offices with regard to layoffs. Records may include but are not
limited to position elimination information; employee assistance information;
layoff lists; management service layoff policy; news publications; salary
funding requests; vacancy lists; and related documentation and correspondence.
(Retention: 75 years, destroy).
(33)Merit Increase and Trial Service
Performance Appraisal Lists Records document 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). (Retention: 6
months, destroy).
(34)National Faculty Exchange Program
Records Records document 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. (Retention:
(a) Permanent for summaries
(b) 5 years for all other records,
destroy).
(35)Personnel Research Data
Records Records document 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. (Retention: Until superseded or
obsolete, destroy).
(36)Position Descriptions
Records document 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.
(Retention:
(a) 5 years after
superseded, destroy
(b) 5 years for
position reclassification records, destroy).
(37)Promotion, Tenure, and Salary
Increase Records Records document 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. (Retention: 10 years, destroy).
(38)Recruiting Pool Records
Records document 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.
(Retention: 3 years, destroy).
(39)Residential Advisor (RA) Employees
Records Records document 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. (Retention: 5 years
after employee separation, destroy).
(40)Retirement Incentive Program
Records Records document 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.
(Retention: 6 years after final payment, destroy).
(41)Sabbatical Leave Records
Records document sabbatical leave activities of institution faculty. Records
may include but are not limited to reports; applications; contracts; and
related documentation and correspondence. (Retention:
(a) Permanent for reports
(b) all other records 75 years,
destroy).
(42)Search Records Records
document 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 Eligible's; 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.
(Retention:
(a) 3 years after search completed for
academic and classified search records, destroy
(b) 1 year for student search records,
destroy).
(43)Staffing Policies Records
Records document 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.
(Retention: 2 years after superseded or obsolete,
destroy).
(44)Social Security
Number Records Records document international students' and scholars'
acquisition of social security numbers. This series may include but is not
limited to social security number applications; Statement of Information -
Social Security Account Number forms (CO-204); photocopies of social security
cards; Controllers Division reports; and related documentation and
correspondence. (Retention: 3 years, destroy).
(45)Student and Classified Employees
Compensation Records Records document 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. (Retention: Until
superseded or obsolete, destroy).
(46)Student Employees Personnel
Records Records document 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. (Retention:
(a) 5 years after employee separation for
work-study student records, destroy
(b) 3 years after date of hire or one year
after separation, whatever is longer for Employment Eligibility Forms (I-9),
destroy
(c) 3 years after employee
separation for other student employee records, destroy).
(47)Student Faculty/Course Evaluation
Records Records document 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.
(Retention:
(a) Until tabulated
and verified for bubble forms, destroy
(b) 5 years for all other records,
destroy).
(48)Tuition Reduction Records
Records document 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. (Retention:
4 years, destroy).
(49)Volunteer Program Records
Records document the activities and administration of volunteer programs in the
agency and institutions. Records may include but are not limited to volunteer
applications, emergency notification forms, volunteer hour statistics,
volunteer program publicity records, insurance requirement information, and
related documentation. SEE ALSO Criminal Background Check Records in this
section. (Retention:
(a) Retain
individual volunteer records 5 years after volunteer separation, destroy
(b) Retain all other volunteer
program records 5 years, destroy).
(50)Unemployment Compensation Claim
Records Records document 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.
(Retention: 2 years, destroy).
(51)Work Time Adjustment Agreements
Records document 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. (Retention: Until superseded or obsolete,
destroy).
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895
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