Human Resources

Affirmative Action and Equal Opportunity Records

Records that document Emory's compliance with regulations of the U.S. Equal Employment Opportunity Commission including affirmative action. Records may include mission, goal, and policy statements, plans showing how compliance will be accomplished and updates, reports, correspondence and other related records.

Affirmative Action Audits and Annual Reports

Records that documents the university's response to federal program reviews, state compliance audits, annual reporting requirements, and internal audits. File may include audit reports; written responses showing how compliance will be accomplished; Equal Employment Opportunity (EEO-6) Reports; Vets 100 Employment Reports; correspondence; and other related records.

Affirmative Action Review Records

Records that document review of all stages of the hiring process by the Emory's affirmative action office. Records may include position descriptions, Notifications of Position Opening, action reports, correspondence, and other related records

Applicant Files

Records that document vitas received from the public either solicited or unsolicited for employment. File may include correspondence, resumes, writing samples and other related records.

Continuation of Insurance Benefits (COBRA) Records

Records that document Emory's compliance with the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA). Records may include notices given to insurance administrators when employees leave; information may include employee and dependent names and Social Security numbers, insurance package currently carried, dates of termination, coverage end date, dates of notice to the contractor, correspondence, and other related records.

Courtesy Scholarship Records

Records that document the educational benefit plan Emory offers to its employees, their spouses or same-sex domestic partners, and their children. File may include application, birth certificates, marriage licenses, and other related records.

Deduction Authorization Records

Records that document deductions from salary checks authorized by employees. File may include deduction information on medical, dental, life, and disability insurance; chariable contributions; parking permits, deposit accounts, and other related records.

Disciplinary Action Records

Records that document disciplinary action taken against employees. Records may include correspondence and other related records.

Education and Training Materials

Records that document training, testing, or continuing education of employees. Records may include training manuals and aids, syllabi, course outlines, attendance rosters, and other related records.

Employee Benefits Records

Records that document employees participation in benefits programs offered at Emory. Records may include enrollment in Life Insurance, Health and Dental plans, correspondence, and other related records

Employee Evaluation Records

Records that document an employee's work performance. Information may include accomplishments, goals, areas of improvement, supervisor comments, salary, and other related information.

Employee Exposure Records

No description.

Employee Grievance Records

Records that document grievances brought forward by faculty and staff against an unit which are resolved without litigation. Grievances may pertain to personnel policies and procedures; unit issues; affirmative action and equal opportunity issues; and promotion and tenure issues. File may include notices of grievance; informal discussion notes; grievance responses; formal hearing notes (including audio tapes); final summary statements; appeals documentation; correspondence; and other related records.

Employee Handbooks

Guidelines created to explain Emory's internal operations and procedures of to a new employee.

Employee Health Records

No description.

Employee Insurance Claim Records

Records that document personal health and life insurance claims for the employees who request the service. File may include copies of physicians' statements, drug bills, hospital statements, draft issued by insuring companies, insurance claims and other related records.

Employee Requisition Records

Records that document a request to fill a vacant position. File may include completed request form, job description, and other related records. Process has been automated as of 2001.

Employee Retirement Records

Records that document a plan established and maintained by Emory primarily to provide systematically for the payment of determinable benefits to employees, or their beneficiaries, over a period of years after retirement. File may include correspondence, drafts, and other related records.

Employee Training Records

Records that document employee participation in training courses or programs for development purposes. Records may include 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; correspondence; and other related records.

Employment Contracts

No description.

Employment Division Summary Reports

Records that document the number of the university employees and payroll costs on a monthly and yearly basis. Reports includes monthly reports by employee category and annual fiscal year reports, which summarizes the monthly data.

Employment Eligibility Verification Records

Records that 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 records and copies of documents that establish the identity and the employment eligibility of the employee.

Employment Information Services Records

Records that document the management of career information. Files may include correspondence, policies, resumes, job descriptions, and other related records.

Employment Policies and Procedures Records

Records that document employment policies and procedures administered by Emory. Records may include information on academic year appointments; employment of disabled persons; family employment program; interviewing; job sharing; nepotism; overseas employment; student employment; temporary appointments; transfers; correspondence; and other related records.

Employment Testing Records

Records that document the testing process for classified positions administered by human resources staff. Records may include test records completed by qualified applicants; summary lists with scores; testing materials; correspondence; and other related records.

Employment Verification Records

Records that document the responses to inquiries for evidence of employment from offices within the university, banks, and credit agencies, government agencies, businesses, and current and former personnel. Records may include copies of written requests; release of information authorization records; telephone request records, office control documents; statistical summaries; correspondence; and other related records.

Equal Opportunity Complaints

Records that document a complaint filed against Emory relating to an employment issue. Records may include correspondence, reports, notices, and other related records. 

Equal Pay Records

Records that document reports, studies, aggregated or summarized data, and similar documentation compiled to comply with the Equal Pay Act.

Equal Pay Records

Records that document reports, studies, aggregated or summarized data, and similar documentation compiled to comply with the Equal Pay Act.

Faculty and Staff Matter Files

Records that document employment concerns brought forth by faculty or staff to their unit's attention. File may include correspondence, complaints, and other related records.

Faculty Personnel File

Records that document a faculty member employment history. Files may include current position description, letters of recommendations, teaching activity, vitae, list of published works, and other related records.

Faculty Time Report (Revisions

Records that document the revision of a time report previously submitted. File may include revised time sheet, correspondence and other related records.

Faculty Time Report Summary Records

Records that document the complete listing of faculty and the breakdown of hours spent performing various duties. The information is broken down into house staff, students, administration, patient services, and other related records.

Family and Medical Leave Case Files

Records that document requests for leave and granted leaves by employees under provisions of the Federal Family and Medical Leave Act. Records may include employee leave request records; 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; correspondence; and other related records.

Forecast and Actual Pay Reports

Records that document monthly gross and actual pay by month and account number, along with other database information. It is used to view gross pay/budget records for a previous fiscal year. Record may includes employee name and social security number; major account; salary code; FTE; rank; leave status; position title and class number; starting date; appointment; terms of service; tenure; and forecast and actual pay broken down by months of the fiscal year.

Graduate Assistantship Application Records

Records that document applications of graduate students for Graduate Teaching Assistantships and Graduate Research Assistantships in academic programs. Records may include applications developed by individual units; resumes and vitae; correspondence; and other related records.

Grievance Records

No description.

H-1 Visa Scholars Records

Records that document the temporary employment of internationals by Emory and is used to monitor compliance with Immigration and Naturalization Service regulations. Records may include 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; correspondence including the letter of support; and other related records.

Hazardous Waste Training Records

Records that document employees receiving training on the handling and disposal of hazardous material. Records may include date of training, sessions, contents or summaries of sessions, names of employees attending, and names and qualifications of instructors.

Human Resources Action Report

Records that document the biographical, employment and payroll data of an employee. Report is updated on a as needed basis. 

Immigrant Visa Scholars Records

Records that document the application and approval of international scholars for permanent immigrant status. Records may include 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; records indicating the university's efforts to employ comparably qualified U.S. citizens (ETA750); interviewer's notes and memoranda; correspondence; and other related records.

Impaired Physician Files

No description.

J-1 Visa Scholar Records

Records that document the short-term appointment of non-immigrant international scholars as visiting faculty, specialists, researchers and trainees. Records may include United States Information Service Certificates of Eligibility for Exchange Visitors records (IAP-66); descriptions of work to be performed; methods of financial support; copies of passports; check-in records 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 other related records.

Leave Accrural Records

Records that document internal tracking of time earned by an employee. Information may include monthly cumulation of time earned for vacation and sick leave, person name, social security number, department and other related information.

National Faculty Exchange Program Records

Records that document an exchange program, which allows university faculty members to exchange teaching positions with other university faculty members to exchange teaching positions with other institutions' faculty members within the United States. Records may include contracts; summaries; correspondence; and other related records.

Occupational Safety and Health Administration (OSHA) Logs and Summaries

No description.

Orientation Records

Records that document the orientation of new employee to Emory policies and procedures. File may include agendas, correspondence, statistical information, and other related records.

Peer Review Files

No description.

Peer Review Records

Records that document the process librarians follow to obtain continuing tenure. File may include recommendations, requests for review, correspondence, recent resume, and other related information.

Personnel Activity Reports

Records that document Emory employees' efforts involving indirect activities such as instruction and research, and direct activities toward externally funded projects. Records are maintained in compliance with regulations of the Federal Office of Management and Budget (OMB) as set forth in OMB Circular A21 and in agreement with the U.S. Department of Health and Human Services. 

Personnel Records

Records that document an employee's work history at Emory 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. Records may include 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; records documenting personnel actions; personnel performance evaluations; pay/budget action records; leave records; time and attendance records; designation of beneficiary records; union dues information; resumes; layoff notices; awards; licenses and certificates; college credit information; employee Social Security number disclosure records; home address/telephone disclosure authorizations and correspondence; and other related records. Records contain confidential information such as social security number, birth date, and marital status therefore information must have security measures in placed to protect information. 

Personnel Research Data Records

Records that document the comparative salaries, benefits, staffing requirements, minimum qualifications, recruitment, and training of university employees. Records may include published and unpublished data; statistical reports; correspondence; and other related records.

Position Descriptions

Records that document job descriptions for Emory 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, job classification numbers, description of duties, and pay rates. Records may include position descriptions and documentation; classification listings; positions listings; correspondence; and other related records.

Position Descriptions

Records that document job descriptions for 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 Position Description records; Reclassification Position Descriptions and documentation; Classification Listings; Positions Listings; correspondence; and other related records.

Professional Membership Files

Records that document an employee's membership and activities in professional organizations. File may include applications, documentation of activities, correspondence and other related records.

Purge Lists

Records that document Emory employees whose records have been deleted from the personnel data base. Information may contain employee name, social security number, class codes, dates that pay started, termination dates, and related data elements.

Reasonable Accommodation Request Records

Records that document employee and student request for a change in the work and or educational environment or in the way things are customarily done that would enable an individual with a disability to enjoy equal employment or learning opportunities. File may include request approvals and denials, correspondence, medical documentation and other related records.

Recruiting Pool Records

Records that document prospective applicants for faculty and staff positions drawn from either previous recruitments or unsolicited applications. Records may include curriculum vitae or resumes; cover letters; Applications for Employment; interview materials; position announcements; evaluations of prospective employees; correspondence; and other related records.

Rejected Applications

Records that document employment applications that were submitted for jobs with Emory and for reasons of incompleteness or inadequate qualifying experience/training were rejected. Records may include employment applications, correpondence, and other related records.

Request for Leave Records

Records that document a request for leave from employment for a specific time period. File may include leave request, reports, yearly leave recapitulations, correspondence and other related records.

Residental Advisor (RA) Employee Records

Records that document the selection process, requirements, and work history of residential advisors. RA's 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 RA's taught by student housing staff. Records may include application records; 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; correspondence; and other related records.

Resignation Letters

Records that document an employee of the University decision to leave his/hers current employment. 

Retirement Incentive Program Records

Records that document the cost of incentive programs providing benefits for Emory employees who choose early retirement. Records may include agreements between Emory and the employee for lump sum, monthly, or annual payments; records of actual payments; correspondence; and other related records.

Retroactive Salary Transfer Records

Records that document salary changes for University employees as they transfer from one grant to another. File may include orginal grant records, salary history, and other related records.

Sabbatical Leave Records

Records that document sabbatical leave activities of faculty. Records may include reports, applications, contracts, correspondence, and other related records.

Search Records

Records that document the selection process for academic, classified and student positions within Emory. Records may include 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 candidates become part of the employee's personnel file.

Staffing Policy Records

Records that document the adoption and implementation of personnel and staffing policies 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 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; correspondence; and other related records.

Student Allocation Summary Report

Records that document the cumulative funds and hours that a student has worked for a particular unit. Report may include student name, id number, unit, total number of hours, total amount of funds used and other related information.

Student and Employees Compensation Records

Records that document and defines pay rates for employees. Records may include 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; correspondence; and other related records.

Student Faculty/Course Evaluation Records

Records that 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 records (input documents); course reaction inventory printouts; statistical tabulations; summary reports; correspondence; and other related records.

Student Payroll Summary Report - By Account

Records that document the cumulative hours and wages that a student has earned to date by individual accounts. Report may include student name, id number account number, unit, supervisor and other related information.

Student Payroll Summary Report - By Department

Records that document the cumulative hours and wages that a student has earned to date by individual unit. Report may include student name, id number, unit, supervisor and other related information.

Student Personnel Records

Records that document the student employee's work history from the supervisor's perspective. File may include resumes, interview questionnaires and notes, Performance Evaluations, and other related records.

Student Time and Attendance Records, Restricted Funds

Records that document hours worked by student employees including those on work-study who are paid from restricted fund accounts. This series is used for payroll purposes and to meet federal requirements for documenting time worked by work-study students.

Substance Abuse Testing

No description.

Tas Requests

Records that document an employee work, vacation, and sick time. File may include correspondence, leave records, reporting activities, and other related records.

Tax Withholding Authorization Records

Records that document amounts withheld by Payroll from employees' checks for taxing authorities. File may include the Statement for Claiming Benefits Provided by Section 911 of the Internal Revenue Code; Withholding Allowance Certificates (W-4s); Earned Income Credit Advance Payment Certificates (W-5s); Non-resident Alien Request for Exemption from Tax Withholding (IRS Form 8233); Alien Information Request Form; and Request for Exemption from State Income Tax Withholding. Individual records may include employees' names, addresses, social security numbers, and tax identification numbers.

Unemployment Compensation Claim Records

Records that document claims submitted for unemployment compensation. Records may include claim records, notices, reports, records generated by the appeal of claim determinations, correspondence, and other related records.

Unsolicited Applications

Records that document unsolicited requests for consideration for employment possibilities in university units. Records may include vitae, correspondence, and other related records.

Unusual Occurrence Reports

No description.

Worker Compensation Records

Records documents employee accidents, injuries, and medical claims. 

Work Time Adjustment Agreements

Records that document agreements between the employer and the employee regarding a change in the employee's work hours. Records may include the official signed agreement, correspondence, and other related records.