OAR 166-475-0095
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.
Academic
and Unclassified Employees Personnel Records
OAR 166-475-0095(1)
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.
Retention: 75 years
Note: Records may be exempt from public disclosure
per ORS 192.502(2).
Academic
and Unclassified Employees Personnel Records (Supervisor's Copy)
OAR 166-475-0095(2)
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.
Retention: 5 years after employee separation
NOTE: Records may be exempt from public disclosure per ORS 192.502(2).
Affirmative
Action and Equal Opportunity Records
OAR 166-475-0095(3)
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.
Retention:
Record Copy:
(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
(c) 10 years for statistical and
status reports, case histories, correspondence, and related documentation
(d) 3 years for all other records
Other Copies:
(a) 3 years for Affirmative Action Compliance Sheets
(b) 10 years for all other records
NOTE:
Information may be exempt from public disclosure per ORS 192.502 (2)
Affirmative
Action and/or Human Resources Recruitment Review Records
OAR 166-475-0095(4)
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.
Retention:
Record Copy: 3 years
Other copies: 2 years
Appointing
Authority Administrative Records
OAR 166-475-0095(5)
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.
Retention: Until superseded
Bargaining
Unit Records
OAR 166-475-0095(6)
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.
Retention:
Record Copy:
(a) 75 years for final contracts, amendments, and
negotiation minutes;
(b) 6 years after contract expires for all other records
Other copies: Until superseded
Benefits
Policies and Procedures Records
OAR 166-475-0095(7)
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.
Retention: 6 years after expiration of program or contract
Certificates
of Eligibles
OAR 166-475-0095(8)
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.
Retention:
(a) 3 years after end of search if part of recruitment;
(b) 1 year if not part of a search
Classified
Employees Layoff Records
OAR 166-475-0095(9)
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.
Retention: 3 years after employee separation
Classified
Employees Non-Routine Evaluations
OAR 166-475-0095(10)
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.
Retention: 3 years
Classified
Employees Personnel Records
OAR 166-475-0095(11)
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.
Retention:
Record Copy:
(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;
(b) 3 years for letters of reprimand;
(c) 3 years after employee separation for all other records
Other copies:
(a) 1 year for records of employees promoted,
transferred or demoted within the institution;
(b) upon termination for all other records
NOTE: Records may be exempt from public disclosure per ORS 192.502(2).
Classified
Employment Testing Records
OAR 166-475-0095(12)
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.
Retention:
Record Copy: 3 years
Other copies: 3 years
Classified
Rejected Applications
OAR 166-475-0095(13)
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.
Retention: 3 years after position filled or recruitment canceled
Classified
Unsolicited Applications
OAR 166-475-0095(14)
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.
Retention: 3 months
Continuation
of Insurance Benefits (COBRA) Records
OAR 166-475-0095(15)
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.
Retention: 3 years
Continuing
Education Instructor's Records
OAR 166-475-0095(16)
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.
Retention:
(a) 75 years for appointment information;
(b) 5 years
after separation from Continuing Education faculty for all other records
Cooperative,
Fraternity, and Sorority Housing Employees Records
OAR 166-475-0095(17)
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.
Retention: 75 years
Drug Testing Records
OAR 166-475-0095(18)
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:
Record Copy (Human Resources Department):
(a) Retain negative drug test results, 1 year
(b) Retain positive drug test results, 3 years
Employee
Medical Records
OAR 166-475-0095(19)
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:
Record Copy (Human Resources Department)
(a) Retain hazard
exposure records: 30 years after employee separation (29 CFR 1910.1020)
(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
Employees
Benefits Records
OAR 166-475-0095(20)
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.
Retention:
Record copy: 75 years from original date of hire
Other copies: 2 years
NOTE: Portions may be exempt from public disclosure per ORS 192.502(2).
Employees
Training Records
OAR 166-475-0095(21)
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.
Retention: 3 years
Employees
Employment Verification Records
OAR 166-475-0095(22)
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.
Retention: 3 years
Employment
Eligibility Verification Forms
OAR 166-475-0095(23)
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.
Retention: 3 years after date of hire or 1 year after separation,
whichever is longer
Employment
Policies and Procedures Records
OAR 166-475-0095(24)
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.
Retention:
Record Copy: Permanent
Other copies: Until superseded
Executive
Evaluations Administration Records
OAR 166-475-0095(25)
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.
Retention:
Record Copy: 3 years
Other copies: 1 year
Family and Medical Leave Case Files
OAR 166-475-0095(26)
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.
Retention: 3 years after case
closed
Graduate
Assistantship Applications Records
OAR 166-475-0095(27)
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.
Retention:
(a) 5 years after application or termination of employment,
whichever is longer for successful applicants;
(b) 3 years for denied applicants
H-1
Visa Scholars Records
OAR 166-475-0095(28)
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.
Retention: 6 years after expiration of visa and extensions
granted
Health
Emergency Information Records
OAR 166-475-0095(29)
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.
Retention:
Record Copy (Departments/Units): 1 year after the end of the event or activity for which this information was
collected
Immigrant
Visa Scholars Records
OAR 166-475-0095(30)
This series documents 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
J-1
Visa Scholars Records
OAR 166-475-0095(31)
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.
Retention: 3 years after visa expiration
Layoff
Administration Records
OAR 166-475-0095(32)
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.
Retention: Permanent
Merit
Increase and Trial Service Performance Appraisal Lists
OAR 166-475-0095(33)
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).
Retention:
Record copy: 6 months
Other copies: Until end of list month
National
Faculty Exchange Program Records
OAR 166-475-0095(34)
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.
Retention:
(a) Permanent for summaries;
(b) 5 years for all other
records
Personnel
Research Data Records
OAR 166-475-0095(35)
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.
Retention:
Record Copy: Until superseded or obsolete
Other copies: Until superseded or obsolete
Position
Descriptions
OAR 166-475-0095(36)
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.
Retention:
Record Copy:
(a) Present and two previous descriptions for each
position or descriptions covering a period of 5 years, whichever is greater;
(b) 5 years for position reclassification
records
Other copies: Until obsolete or superseded
Position
Inventory Control System (PICS) Reports
OAR 166-475-0095(37)
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.
Retention:
Record Copy: 4 years
Other copies: Until superseded
Promotion,
Tenure, and Salary Increase Records
OAR 166-475-0095(38)
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.
Retention:
Record copy: 10 years
Other copies: 6 years
Recruiting
Pool Records
OAR 166-475-0095(39)
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.
Retention: 3 years
Residential
Advisor (RA) Employees Records
OAR 166-475-0095(40)
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.
Retention:
Record copy: 5 years after employee separation
Other copies: 5 years after employee separation
Retirement
Incentive Program Records
OAR 166-475-0095(41)
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.
Retention: 6 years after final payment
Sabbatical
Leave Records
OAR 166-475-0095(42)
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.
Retention:
Record copy: Permanent
Other copies: 8 years
Search Records
OAR 166-475-0095(43)
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.
Retention:
(a) 3 years after search completed for academic and
classified search records;
(b) 1 year for student search records
NOTE: Portions may be exempt from public disclosure per ORS 192.502(2)
Staffing
Policies Records
OAR 166-475-0095(44)
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.
Retention: 2 years after superseded
Student
and Classified Employees Compensation Records
OAR 166-475-0095(45)
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.
Retention:
Record Copy: Until superseded or
obsolete
Other copies: Until superseded or
obsolete
Student
Employees Personnel Records
OAR 166-475-0095(46)
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.
Retention:
(a) 5 years after employee separation for work-study
student records and
(b) 3 years after employee separation for other student employee records
NOTE: Records may be exempt from public disclosure per ORS 192.502(2).
Student
Faculty/Course Evaluation Records
OAR 166-475-0095(47)
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.
Retention:
Record copy (department
level):
(a) Until tabulated and verified for bubble forms;
(b) 5 years for all other records
Other copies (Dean's Office
level): 10 years
Time,
Attendance and Leave Records
OAR 166-475-0095(48)
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.
Retention:
Record copy: 4 years
Other copies: 3 years
Tuition Reduction Records
OAR 166-475-0095(49)
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.
Retention:
Record Copy (Human Resources): 4 years
Volunteer
Program Records
OAR 166-475-0095(50)
This series documents the activities and administration
of an Institution's department or office's volunteer program. Records may include: volunteer hour statistics; volunteer
program publicity records; insurance requirement information; and inactive volunteer files containing applications
and conditions of volunteer service forms.
Retention: 5 years after separation
Unemployment
Compensation Claim Records
OAR 166-475-0095(51)
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.
Retention: 2 years
Work
Time Adjustment Agreements
OAR 166-475-0095(52)
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.
Retention:
Record copy: Until superseded or obsolete
Other copies: Until superseded or obsolete
Maintained by OUS Records Management Services ryan_hagemann@ous.edu
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