Personnel

Accident and Injury Records

This series documents claims made by faculty and staff for occupational injuries, accidents, or illnesses, including workers compensation claims not related to hazardous or toxic material exposure. This series may include, but is not limited to: workers compensation accident reports; Occupational Safety and Health Administration (OSHA); incident logs; employer payroll reports; hearing transcripts; notices of claim disposition; determination orders; opinions and orders; appeal letters; claim adjustment documentation; medical reports; cost statements; records of insurance coverage and reimbursement; and reports of safety analysis and compliance inspections.

Affirmative Action and Equal Opportunity Compliance Records

This series documents the university's policies, plans, and compliance with affirmative action policies and Equal Employment Opportunity Commission (EEOC) requirements, such as the Equal Pay Act. This series may include but is not limited to: audit reports; written responses showing how compliance will be accomplished; Equal Employment Opportunity (EEO-6) Reports; Vets 100 Employment Reports; final biennial plans and policy statements; executive department printouts; Affirmative Action (AA) policies and procedures; AA mission and goals; AA office reviews; departmental reports; status reports on minority action programs; AA compliance data sheets; guidelines; and specific case histories.

Benefits Records

This series documents employee participation in employer-offered benefits programs. This series may include, but is not limited to: enrollment in life insurance, medical and prescription drug plans, changes to election in benefits, and enrollment or refusal of coverage under the Consolidated Omnibus Budget Reconciliation Act (COBRA).

Courtesy Scholarship Records

This series documents administration of the educational benefit plan offered to employees, their spouses or same-sex domestic partners, and their children. This series may include, but is not limited to: application and supporting documentation such as birth certificates and marriage licenses.

Employment Eligibility Verification

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.

Faculty Staff Assistance Program Records

This series documents professional counseling and consultative services provided to faculty and staff. This series may include, but is not limited to: presenting complaint or basis for request for services, documentation of informed consent for treatment, assessment, psychological testing, structured interviews notes, and treatment or work plan.

Grievance Case Records

This series documents faculty and staff concerns and complaints and the subsequent investigation. This series may include, but is not limited to: notice of grievance, formal and informal investigation or interview notes, appeal documentation, and final report or summary statement.

Impaired Physician Records

This series documents the detection, intervention, rehabilitation, and monitoring of physicians with mental health and substance abuse issues. This series may include, but is not limited to: reports, findings, recommendations, and interview notes.

Incident Investigations

This series documents the occurrence of an incident, and any subsequent investigation, that involves employees, facilities, or the public. This series may include, but is not limited to: damage to property, security incidents, hazardous materials and waste spills, fire safety management problems, medical or laboratory equipment problems, and utility systems management problems.

National Faculty Exchange Programs

This series documents exchange programs, which allow university faculty members to exchange teaching positions with other institutions' faculty members within the United States. This series may include, but is not limited to: contracts, summaries, and correspondence.

Occupational Safety and Health Administration (OSHA) Records

This series documents compliance with federal Occupational Safety and Health Administration (OSHA) regulations. This series may include, but is not limited to: reports, logs, and policy and program documentation.

Personnel Records: Faculty

This series documents the employment history of faculty. This series may include, but is not limited to: employment applications which may include skill code sheets; resumes/curriculum vitea; agreement or request for position change, merit increase requests and notices, reasonable accommodation request records; request for re-employment (letter of hire), resignation and termination letters; commendations; recommendations; reprimands and disciplinary action records; work plans; personnel actions; performance evaluations; pay/budget action records; designation of beneficiary records; awards; licenses and certifications; and college credit information.

Personnel Records: Staff

This series documents the employment history staff. This series may include, but is not limited to: employment applications which may include skill code sheets; resumes/curriculum vitea; agreement or request for position change, merit increase requests and notices, reasonable accommodation request records; request for re-employment (letter of hire), resignation and termination letters; commendations; recommendations; reprimands and disciplinary action records; work plans; personnel actions; performance evaluations; pay/budget action records; designation of beneficiary records; awards; licenses and certifications; and college credit information.

Personnel Records: Students

This series documents the employment of undergraduate and graduate students. This series may include, but is not limited to: resumes, interview questionnaires and notes, performance evaluations, and reasonable accommodation request records.

Position Descriptions

This series documents job descriptions for positions and is used for employee recruiting, Fair Labor Standards Act eligibility analysis, position review, and reclassification purposes. This series may include, but is not limited to: job titles, qualifications, functions and responsibilities, duties, hierarchical data, job codes, salary ranges, and position description.

Retirement Plan Administration

This series documents plans established and/or maintained to provide for the payment of benefits to employees, or their beneficiaries, over a period of years after retirement. This series may include, but is not limited to: participant account records and actuarial accrued benefit analyses; plan documents and amendments; benefit claim procedures and procedures for reviewing denied claims; trust documents, custodial agreements, group annuity contracts and other funding instruments; plan and notices, election forms, and distribution forms.

Search Records

This series documents the advertisement, recruitment, and selection of faculty, staff, and student positions. This series may include, but is not limited to: requests to fill forms; funding information; approvals of recruitment proposals; position announcements and descriptions; applications; curriculum vitae or resumes; academic transcripts; samples of writing or publications; candidate lists; certificate of eligible; affirmative action compliance data forms; telephone conversation notes; rating sheets, tallies, screening and interview notes; reference and background checks; and review committee notes.

Substance Abuse Testing Records

This series documents the administration and results of alcohol and drug screening or testing of faculty, staff, student employees, or job applicants. This series may include, but is not limited to: logs, registers, and reports.

Tax Withholding Authorization Records

This series documents deductions from faculty and staff's checks. This series include, but is not limited to: 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; Request for Exemption from State Income Tax Withholding, and authorizations to deducted for medical, dental, life, and disability insurance, and parking permits.

Time, Attendance, and Leave Records

This series documents tracking of all time earned and taken by faculty and staff, including leave authorized under the Family and Medical Leave Act (FMLA). This series may include, but is not limited to: requests, deduction authorizations and registers, leave without pay records, ledgers and reports, overtime authorization or certification, compensation files, retirement contributions, time and attendance records, time sheets, and personnel activity reports (PAR).

Toxic or Hazardous Substance Exposure Records

This series documents health treatment or examination given to faculty and staff for exposure to hazardous or toxic substances. This series may include, but is not limited to: health assessments, medical clearance or release to duty notices, reports, and x-rays.

Training and Education Development Records

This series documents voluntary and mandatory training, testing, and continuing education opportunities developed or offered by Human Resources to faculty and staff. This series may include, but is not limited to: course descriptions, syllabi/outlines, course material and presentations, job aids, enrollment/attendance rosters, and testing material.

Training and Education Records

This series documents an employees participation in training, testing, and continuing education opportunities required for licensing, certification, or qualification. This series may include, but is not limited to: training requests and authorizations, scores, and certificates of completion.

Unemployment Compensation Claims

This series documents unemployment compensation claims submitted by former employees. This series may include, but is not limited to: request for separation information (form ESA-103FF), separation notice, and records generated by the appeal of claim determinations.

Visa: Exchange Visitor

This series documents short-term appointment of non-immigrant international scholars as visiting faculty, specialists, researchers, and trainees on a J-1 visa. This series may include, but is not limited to: United States Information Service Certificates of Eligibility for Exchange Visitors records (DS-2019); descriptions of work to be performed; methods of financial support; passports; check-in records such as addresses, telephone numbers, and information concerning dependents and eligibility of spouses and children to accompany or join the scholar.

Visa: Immigrant Scholars

This series documents the application and approval of international scholars for permanent immigrant status. Records may include but are not limited to: applications for permanent employment issued by the Department of Labor; advertisements for positions; curriculum vitae; transcripts; letters of recommendation; notes on all applicants for positions demonstrating that a petitioner was the best qualified candidate for an advertised position; forms indicating the institution's efforts to employ comparably qualified U.S. citizens; and interviewers' notes and memoranda.

Visa: Temporary Employment

This series documents temporary employment of internationals and is used to monitor compliance with Immigration and Naturalization Service regulations. This series may include, but is not limited to: Petition for a Non-immigrant Worker (Form I-797); Labor Conditions Applications (LCA) for H-1B Non-immigrant; Prevailing Wage Information Request (Form ETA-9141); Application to Immigrant and Naturalization Service (INS); documentation of requests for visa extensions; details of work assignments; and letter of support.