Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0095 - Personnel Records

Current through Register Vol. 63, No. 7, July 1, 2024
(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).