RRDS Personnel Records

Records Retention & Disposition Schedule

Personnel Records

Schedule Number: 166-450-0090

Affirmative Action / Equal Opportunity Records

Schedule Number: 166-450-0090 (1)

Records document compliance with statutes and regulations of the US. Equal Employment Opportunity Commission including affirmative action. Records may include but are not limited to:

(a)
Final Plans,
Equal Opportunity plans, updates and policy statements.

Retention: permanent
Disposition: transfer to Archives
Responsible unit:
Affirmative Action/Diversity/Equal Opportunity

(b)
Discrimination complaints,
Hearing and meeting records,
Reports,
Supporting documentation.

Retention: 10 years after final decision
Disposition: transfer to Records Center, destroy
Responsible unit:
Affirmative Action/Diversity/Equal Opportunity

(c) Other records described in 29 CFR 1613.222.

Retention: 3 years
Disposition: transfer to Records Center, destroy
Responsible unit: Affirmative Action/Diversity/Equal Opportunity

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Classification Specification Records

Schedule Number: 166-450-0090 (3)

Records document the development of the specification for each personnel position at the college. The records may include but are not limited to:

Classification specifications,
Correspondence,
Job analysis,
Position descriptions,
Position evaluations,
Reclassification requests.

Retention: 20 years
Disposition: transfer to Records Center, destroy
Responsible unit: Human Resources

Collective Bargaining Records

Schedule Number: 166-450-0090 (4)

Records document collective bargaining between the college and bargaining unit(s). (Records refer to contract negotiating and bargaining process.) The records may include but are not limited to:

(a)
Union contracts and amendments

Retention: permanent
Disposition: transfer to Archives
Responsible unit: Human Resources

(b)
Arbitrator's recommendations,
Correspondence,
Grievance arbitration decisions,
Management counter proposals,
Negotiation updates,
Negotiation work notes,
Newspaper clippings and press releases,
Newspaper plans,
Research material,
Strike contingency plans,
Tentative agreements,
Other contract development records.
May also include conciliation, mediation, and grievance related records.

Retention: 30 years

Disposition: transfer to Records Center, destroy
Responsible unit: Human Resources, President's Office or creating office or department

SEE ALSO: Contract Administration Records

Compensation Plan Records

Schedule Number: 166-450-0090 (5)

Records document the development, operation and maintenance of the college's personnel compensation plans. The records may include but are not limited to:

(a)
Compensation plans,
Pay range tables (classification tables),
Pay tables.

Retention: 75 years

(b)
Correspondence,
Merit matrixes,
Salary surveys (market surveys).

Retention: 10 years

Disposition: transfer to Records Center, destroy
Responsible unit: Human Resources

SEE ALSO: Classification Specification Records

Complaint Records

Schedule Number: 166-450-0090 (10)
Alternative Title: Grievance Records

Records document complaints brought by or against faculty, staff, students, and people from outside the college. Complaints may be resolved formally or informally at the departmental level or they may be referred or appealed to a variety of offices, depending on the grievance, issues, and persons involved. Records may include but are not limited to:

Appeals documentation and correspondence,
Final summary,
Formal hearing notes (including audio tapes),
Informal discussions notes,
Notice of complaints,
Statements.

Retention: 5 years after resolved
Disposition: transfer to Records Center, destroy
Responsible unit: creating unit or department

SEE ALSO:
Affirmative Action/Equal Opportunity Records
Collective Bargaining Records
Contract Administration Records
Student Complaint Records

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Contract Administration Records

Schedule Number: 166-450-0090 (2)
Alternate Title: Bargaining Unit Records; Grievance Records

Records document negotiations and contractual agreements between the institution and bargaining units and are also used for labor relations planning. (Records may refer to complaints and grievances.) Records may include but are not limited to:

(a)
Bargaining unit lists,
Correspondence,
Fair Share records,
Grievance records,
Layoff documentation records,
Minutes, sound recordings, exhibits and reports of meetings,
Newspaper clippings,
Press releases,
Research background material,
Seniority lists.

Retention: 20 years
Disposition: transfer to Records Center, destroy
Responsible unit: Human Resources

(b)
Published manuals.

Retention: until superseded
Disposition: transfer to Records Center, destroy
Responsible unit: Human Resources

SEE ALSO:
Collective Bargaining Records
Complaint Records

Criminal History Check Records

Schedule Number: 166-450-0090 (6)

Records document the criminal record checks made on students, staff and volunteers. Records consist of a form sent to the Department of Human Resources or Employment Department, Child Care Division to check the Oregon Law Enforcement Data System (LEDS) for the existence of criminal records for staff, students or volunteers. The criminal history form shows name and other identifying information about the student, volunteer, or staff member, indication of existence or absence of criminal record, and related information.

Retention: 2 years

SEE ALSO: Recruitment and Selection Records

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Employee Benefits Records

Schedule Number: 166-450-0090 (7)

Records document individual employee benefit information such as selection of insurance plans, PERS status and other benefit program information. Records include but are not limited to:

(a)
PERS enrollment and benefit designation forms.

Retention: 75 years

(b)
Correspondence,
Deduction termination forms,
Deferred compensation plan enrollment forms,
Insurance plan selection and application forms and enrollment cards,
Tax sheltered annunity (TSA) enrollment forms,
Voluntary payroll deduction authorization forms.

Retention: 2 years after employee separation or eligibility expired
Dispostion: transfer to Records Center, destroy
Responsible unit: Human Resources

SEE ALSO: Payroll Records

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Employee Medical Records

Schedule Number: 166-450-0090 (8)

Records document individual employee work related medical history. The records may include but are not limited to:

(a) Hazard exposure records.

Retention: 30 years after separation, or as specified by 29 CFR 1910.20
Disposition: transfer to Archives, destroy
Responsible unit: Facilities Management and Planning

(b)
Correspondence,
Documentation of work related injuries or illnesses,
Drug test records,
First aid incident records,
Medical examination records (episodic, pre-employment, or pre-assignment),
Physician statements,
Records of significant health or disability limitations related to job assignments,
Release consent forms,
X-rays.

Retention: 3 years after separation

Disposition: transfer to Records Center, destroy
Responsible unit: Human Resources or creating office or department

NOTE: These records must be kept physically separate from the employee personnel files as required by the Americans with Disabilities Act.

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Employee Personnel Records (Individual)

Schedule Number: 166-450-0090 (11)

Records document individual employee work history. Records may include but are not limited to:

(a)
Complaint and disciplinary records,
Emergency notification form (most recent),
Employment applications (most recent and first successful),
Home address/telephone disclosures,
Letters of commendation and recommendation,
Letters of reprimand,
Letters of resignation,
Licensure (certification) records,
Notices of appointment,
Notices of disciplinary action,
Notices of layoff,
Oaths of office,
Performance evaluations,
Personnel actions,
Records of health limitations;
Salary schedules,
Teacher evaluation reports,
Training records,
Related correspondence and documentation.

Retention: 75 years
Disposition: transfer to Records Center, destroy
Responsible unit: Human Resources

(b)
Student evaluation of faculty and courses input data forms.
Retention: until tabulated

Student evaluation of faculty and courses summary reports.
Retention: until summarized or included in performance or teacher evaluation reports

Disposition: destroy
Responsible unit: creating office or department

SEE ALSO:
Criminal History Check Records
Employee Benefits Records
Employee Medical Records
Recruitment and Selection Records

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Employment Eligibility Verification Forms (I-9's)

Schedule Number: 166-450-0090 (9)

Records document the filing of I-9 forms which verify that applicant and employees are eligible to work in the United States. These forms may be kept in Individual Employee Personnel Files or in a separate file for ease of reference. The records consist of U. S. Immigration and Naturalization Service Form I-9. Information includes employee information and verification data - citizenship or alien status and signature; employer review and verification data documents which establish identity and eligibility, and employer's signature certifying that documents have been checked.

Retention: the longer of 3 years or 1 year after employee separation (75 years)
Disposition: transfer to Records Center, destroy
Responsible unit: Human Resources

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Recruitment and Selection Records

Schedule Number: 166-450-0090 (12)

Records document the recruitment and selection of college employees. The records may include but are not limited to recruitment and application materials.

(a)
Unsolicited applications.
Retention: 3 months
Disposition: destroy

(b)
Solicited applications,
Vacancy posting files,
Other records.

Retention: 10 years
Disposition: transfer to Records Center, destroy

(c)
Notices of vacancy.

Retention: permanent
Disposition: transfer to Archives

Responsible unit: Human Resources or creating office or department

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details

Specialized Employment Services Client Records

Schedule Number: 166-450-2000-0021(08)

Records document the employment history of clients in the Specialized Employment Services program. Records may include but are not limited to:

Time sheets
Payroll records
ISP (Individualized Support Plan) meeting records
Reports and correspondence with the State Mental Health Division about the placement
Evaluation
Progress of clients

Retention: 7 years after termination
Dispostion: transfer to Records Center, destroy
Responsible Unit: Human Resources

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Staff Training Records

Schedule Number: 166-450-0090 (13)

Records document the activities involved in developing and/or providing in-service and other training to college staff and faculty. The student academic database holds the records of academic courses, workshops, and training sessions which faculty and staff may attend. Records may include but are not limited to:

Calendars,
Class enrollment and attendance records,
Copies of contract instructor agreements,
Correspondence,
Credit records to document receipt of funds based on the participation,
Flyers.

Retention: 5 years
Dispostion: transfer to Records Center, destroy
Responsible unit: creating office or department

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Unemployment Compensation Claim Records

Schedule Number: 166-450-2000-0021 (09)

Records document claims submitted by former employees for unemployment compensation. Records may include but are not limited to:

Claims
Notices
Reports
Related Records
Records generated by claim determination appeals

Retention: 4 years
Dispostion: transfer to Records Center, destroy
Responsible Unit: Human Resources

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Wellness Program Records

Schedule Number: 166-450-0090 (14)

Records document the development and operation of the college's wellness program. The records include but are not limited to:

Correspondence,
Health and committee records,
Health surveys,
Newsletters,
Program statements,
Workshop and seminar records

Retention: 3 years
Disposition: transfer to Records Center, destroy
Responsible unit: creating office or department