Human Resources

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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).

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.

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: 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.

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.

Post-Doctorate Records

Records that document a student post-doctorate progress in a particular program. File may include visa, accomplishments, work history and other related records.

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.

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).

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: 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.