General Record Category Type of Record Retention Period OAR #
Academic and Unclassified Employees Personnel Records Affirmative Action Compliance Data Forms 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Applications for admissions to graduate school 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Applications and contracts for sabbatical leave 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Applications for academic employment 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Athletic contracts/overseas agreements 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Conditions of employment 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Memoranda of agreement 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Notices of appointment 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Overload compensation requests 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records patent rights waivers 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Pay/budget action forms 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Forms documenting personnel actions, including salary adjustments and summer session appointments 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Proposals for academic appointment 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Requests for approval for outside employment 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Resumes or curriculum vitae 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Retirement agreements 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Leave accrual forms 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Technology transfer agreements 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Tenure relinquishment forms 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Employee social security number disclosure forms 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records Related documentation and correspondence, such as letters of resignation and memos confirming appointments 75 years 166-475-0095(1)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Activity reports 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Copies of affirmative action compliance data forms 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Applications for admission to graduate school 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Applications, contracts, and other records for sabbatical leave 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Emeritus faculty status letters 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Employee emergency medical information forms 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Notices of appointment 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Overload compensation requests 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Patent rights waivers 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Pay/budget action forms 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Periodic reviews of faculty letters and records 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Forms documenting personnel actions, including salary adjustments and summer session appointments 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) professional development records 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) proposals for academic appointment 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Recommendations 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Reports of conferences attended 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Staff reports of service to the institution 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Periodic reviews of administrators summaries 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Reprimands 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Requests for approval for outside employment 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) resumes or curriculum vitae 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Retirement agreements 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Sick leave accrual forms 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Teaching evaluations 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Student eligibility verifications (Form I-9) 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Vacation leave report forms 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) Home address/telephone disclosures 5 years after employee separation 166-475-0095(2)
Academic and Unclassified Employees Personnel Records (Supervisor's Copy) 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 5 years after employee separation 166-475-0095(2)
Affirmative Action and Equal Opportunity Records Records include affirmative action plans and/or policies, and their revisions and updates, which are required to be submitted to the Governor's Affirmative Action Office. Records may also include but are not limited to reports, supporting documentation, and correspondence. (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, destroy (c) 10 years for statistical and status reports, case histories, correspondence, and related documentation (d) 3 years for all other records, destroy). 166-475-0095(3)
Affirmative Action and/or Human Resources Recruitment Review Records Position descriptions 3 years 166-475-0095(4)
Affirmative Action and/or Human Resources Recruitment Review Records Notification of academic position opening 3 years 166-475-0095(4)
Affirmative Action and/or Human Resources Recruitment Review Records Affirmative action compliance data sheets 3 years 166-475-0095(4)
Affirmative Action and/or Human Resources Recruitment Review Records Affirmative action compliance statements 3 years 166-475-0095(4)
Affirmative Action and/or Human Resources Recruitment Review Records Applicant pool and appointment reports 3 years 166-475-0095(4)
Affirmative Action and/or Human Resources Recruitment Review Records Utilization reports 3 years 166-475-0095(4)
Affirmative Action and/or Human Resources Recruitment Review Records Payroll-budget requests or action forms 3 years 166-475-0095(4)
Affirmative Action and/or Human Resources Recruitment Review Records Contract requests to offer appointments 3 years 166-475-0095(4)
Affirmative Action and/or Human Resources Recruitment Review Records Certificates of eligible's or applicant lists 3 years 166-475-0095(4)
Affirmative Action and/or Human Resources Recruitment Review Records Related documentation and correspondence 3 years 166-475-0095(4)
Appointing Authority Administrative Records Policy documentation Until superseded or obsolete 166-475-0095(5)
Appointing Authority Administrative Records Correspondence Until superseded or obsolete 166-475-0095(5)
Bargaining Unit Records Union contracts and amendments 75 years 166-475-0095(6)
Bargaining Unit Records Tentative agreements 6 years after contract expires 166-475-0095(6)
Bargaining Unit Records Arbitrator's recommendations 6 years after contract expires 166-475-0095(6)
Bargaining Unit Records Negotiation work notes 6 years after contract expires 166-475-0095(6)
Bargaining Unit Records Strike contingency plans 6 years after contract expires 166-475-0095(6)
Bargaining Unit Records Management counter proposals 6 years after contract expires 166-475-0095(6)
Bargaining Unit Records Negotiation updates 75 years 166-475-0095(6)
Bargaining Unit Records Newspaper clippings 6 years after contract expires 166-475-0095(6)
Bargaining Unit Records Press releases 6 years after contract expires 166-475-0095(6)
Bargaining Unit Records Research background material 6 years after contract expires 166-475-0095(6)
Bargaining Unit Records Employee classification printouts 6 years after contract expires 166-475-0095(6)
Bargaining Unit Records Fair share records 6 years after contract expires 166-475-0095(6)
Bargaining Unit Records Minutes, sound recordings, exhibits and reports of meetings 75 years 166-475-0095(6)
Bargaining Unit Records Related documentation 6 years after contract expires 166-475-0095(6)
Benefits Policies and  Procedures Records Records concerning the academic 12-month pay option for payroll  6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records American football coaches retirement trust 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Dependent care flexible spending account program records 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Early retirement programs 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Employee orientation program 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Employee assistance program 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Injured worker benefits 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Continuing benefits to injured workers (CBIW) records 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Insurance continuation coverage known as COBRA (Consolidated Omnibus Budget Reconciliation Act) 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Medical, dental, life/disability insurance program records 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Open enrollment records 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records The institution staff handbook 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Life insurance  6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Post doctorate fellow insurance program 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Public employee retirement system (PERS) 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Retirees 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Tax deferred investment programs 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Teachers insurance annuity association and college retirement equities fund (TIAA/CREF) 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Unionflex program 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records US savings bonds 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Volunteer insurance 6 years after expiration of program 166-475-0095(7)
Benefits Policies and  Procedures Records Related documentation and correspondence 6 years after expiration of program 166-475-0095(7)
Certificates of Eligible's Records Name 3 years if part of a search 166-475-0095(8)
Certificates of Eligible's Records Address 3 years if part of a search 166-475-0095(8)
Certificates of Eligible's Records Telephone numbers 3 years if part of a search 166-475-0095(8)
Certificates of Eligible's Records Rank or exam results 3 years if part of a search 166-475-0095(8)
Certificates of Eligible's Records Copies of employment applications and skill code sheets 3 years if part of a search 166-475-0095(8)
Certificates of Eligible's Records Name 1 year if not part of a search 166-475-0095(8)
Certificates of Eligible's Records Address 1 year if not part of a search 166-475-0095(8)
Certificates of Eligible's Records Telephone numbers 1 year if not part of a search 166-475-0095(8)
Certificates of Eligible's Records Rank or exam results 1 year if not part of a search 166-475-0095(8)
Certificates of Eligible's Records Copies of employment applications and skill code sheets 1 year if not part of a search 166-475-0095(8)
Classified Employees Layoff Records Employee name 3 years after employee separation 166-475-0095(9)
Classified Employees Layoff Records Position title and class number 3 years after employee separation 166-475-0095(9)
Classified Employees Layoff Records Classification numbers 3 years after employee separation 166-475-0095(9)
Classified Employees Layoff Records Hire dates 3 years after employee separation 166-475-0095(9)
Classified Employees Layoff Records Layoff dates 3 years after employee separation 166-475-0095(9)
Classified Employees Layoff Records Seniority status 3 years after employee separation 166-475-0095(9)
Classified Employees Layoff Records Related documentation and correspondence 3 years after employee separation 166-475-0095(9)
Classified Employees Non-Routine Evaluations Record Commendations 3 years 166-475-0095(10)
Classified Employees Non-Routine Evaluations Record Recommendations 3 years 166-475-0095(10)
Classified Employees Non-Routine Evaluations Record Disciplinary actions 3 years 166-475-0095(10)
Classified Employees Non-Routine Evaluations Record Reprimands 3 years 166-475-0095(10)
Classified Employees Non-Routine Evaluations Record Explanations or opinions filed in response to critical material 3 years 166-475-0095(10)
Classified Employees Non-Routine Evaluations Record Related correspondence 3 years 166-475-0095(10)
Classified Employees Personnel Records Employment applications which may include skill code sheets 75 years 166-475-0095(11)
Classified Employees Personnel Records Resumes 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records Selected memos such as agreement or request for position change 75 years 166-475-0095(11)
Classified Employees Personnel Records Merit increase requests and notices 75 years 166-475-0095(11)
Classified Employees Personnel Records Request for re-employment (letter of hire), resignation letters from employees, and termination letters from employer 75 years 166-475-0095(11)
Classified Employees Personnel Records Commendations 3 years  after employee separation 166-475-0095(11)
Classified Employees Personnel Records Recommendations 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records Reprimands 3 years 166-475-0095(11)
Classified Employees Personnel Records Work plans 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records Forms documenting personnel actions 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records Personnel performance evaluations 75 years 166-475-0095(11)
Classified Employees Personnel Records Pay/budget action forms 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records Leave records 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records Time and attendance records 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records Designation of beneficiary forms 75 years 166-475-0095(11)
Classified Employees Personnel Records Union dues information 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records Resumes 75 years 166-475-0095(11)
Classified Employees Personnel Records Layoff notices 75 years 166-475-0095(11)
Classified Employees Personnel Records Awards 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records Licenses and certificates 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records College credit information 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records Employee social security number disclosure forms 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records Home address/telephone disclosure authorization 3 years after employee separation 166-475-0095(11)
Classified Employees Personnel Records Related correspondence 3 years after employee separation 166-475-0095(11)
Classified Employment Testing Records Test forms completed by qualified applicants 3 years 166-475-0095(12)
Classified Employment Testing Records Summary lists with scores 3 years 166-475-0095(12)
Classified Employment Testing Records Testing materials 3 years 166-475-0095(12)
Classified Employment Testing Records Related documentation and correspondence 3 years 166-475-0095(12)
Classified Rejected Applications Records Institutional employment applications and state forms PD 100 and PD 229R 3 years after position filled or recruitment cancelled 166-475-0095(13)
Classified Unsolicited Applications Records Curriculum vitae and resumes 3 months 166-475-0095(14)
Classified Unsolicited Applications Records Transcripts 3 months 166-475-0095(14)
Classified Unsolicited Applications Records Letters of application 3 months 166-475-0095(14)
Classified Unsolicited Applications Records Related materials and correspondence 3 months 166-475-0095(14)
Continuation of Insurance Benefits (COBRA) Records 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. 3 years 166-475-0095(15)
Continuing Education Instructor's Records Resume's 5 years after separation 166-475-0095(16)
Continuing Education Instructor's Records Curriculum vitae 5 years after separation 166-475-0095(16)
Continuing Education Instructor's Records Personnel actions 5 years after separation 166-475-0095(16)
Continuing Education Instructor's Records Time sheets 5 years after separation 166-475-0095(16)
Continuing Education Instructor's Records Course proposals 5 years after separation 166-475-0095(16)
Continuing Education Instructor's Records Request for undergraduate and graduate course and instructor approval forms 5 years after separation 166-475-0095(16)
Continuing Education Instructor's Records Tentative course outlines 5 years after separation 166-475-0095(16)
Continuing Education Instructor's Records Letters of nomination 5 years after separation 166-475-0095(16)
Continuing Education Instructor's Records Letters of appointment and/or rejection 75 years 166-475-0095(16)
Continuing Education Instructor's Records Related documentation and correspondence 5 years after separation 166-475-0095(16)
Criminal Background Check Records Fingerprint-based criminal history verification form documenting the result of a criminal history background check coordinated by the Oregon Law Enforcement Data System (LEDS) Until superseded or obsolete 166-475-0095(17)
Criminal Background Check Records Other personal identifying information, indication of the existence or absence of criminal record 90 days 166-475-0095(17)
Criminal Background Check Records Related documentation 90 days 166-475-0095(17)
Drug Testing Records Documentation of test results, the collection process, the random sample process, and those documenting the decision to administer reasonable suspicion drug testing 1 year negative results 166-475-0095(18)
Drug Testing Records Documentation of test results, the collection process, the random sample process, and those documenting the decision to administer reasonable suspicion drug testing 3 years positive results 166-475-0095(18)
Employee Medical Records 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. Retain hazard exposure records 30 years after employee separation; retain audiometric (hearing) test records until employee's termination date; retain other employee medical records 3 years after employee separation 166-475-0095(19)
Employee Benefits Records Plan selection 75 years 166-475-0095(20)
Employee Benefits Records Application form 3 years after employee separation 166-475-0095(20)
Employee Benefits Records Enrollment records 3 years after employee separation 166-475-0095(20)
Employee Benefits Records Contribution and deduction summaries 3 years after employee separation 166-475-0095(20)
Employee Benefits Records Personal data records 3 years after employee separation 166-475-0095(20)
Employee Benefits Records Authorizations 3 years after employee separation 166-475-0095(20)
Employee Benefits Records Beneficiary information 3 years after employee separation 166-475-0095(20)
Employee Benefits Records Related documentation 3 years after employee separation 166-475-0095(20)
Employees Training Records Staff fee requests to take classes 3 years 166-475-0095(21)
Employees Training Records Course agendas 3 years 166-475-0095(21)
Employees Training Records Descriptions 3 years 166-475-0095(21)
Employees Training Records Syllabi  3 years 166-475-0095(21)
Employees Training Records Course outlines and materials 3 years 166-475-0095(21)
Employees Training Records Enrollment and attendance records 3 years 166-475-0095(21)
Employees Training Records Training requests and authorizations 3 years 166-475-0095(21)
Employees Training Records Certificates of completion 3 years 166-475-0095(21)
Employees Training Records Related documentation and correspondence 3 years 166-475-0095(21)
Employees Employment Verification Records Copies of written requests 3 years 166-475-0095(22)
Employees Employment Verification Records Release of information authorization forms 3 years 166-475-0095(22)
Employees Employment Verification Records Telephone requests forms 3 years 166-475-0095(22)
Employees Employment Verification Records Office control documents 3 years 166-475-0095(22)
Employees Employment Verification Records Statistical summaries 3 years 166-475-0095(22)
Employees Employment Verification Records Related documentation and correspondence 3 years 166-475-0095(22)
Employment Eligibility Verification Forms Records Completed I-9 forms and copies of documents that establish the identify and the employment eligibility of the employee 3 years after date of hire or 1 year after separation, whichever is longer. 166-475-0095(23)
Employment Policies and Procedures Records Information on academic year appointments permanent 166-475-0095(24)
Employment Policies and Procedures Records Employment of disabled persons permanent 166-475-0095(24)
Employment Policies and Procedures Records Family employment program permanent 166-475-0095(24)
Employment Policies and Procedures Records Interviewing permanent 166-475-0095(24)
Employment Policies and Procedures Records Job sharing permanent 166-475-0095(24)
Employment Policies and Procedures Records Overseas employment permanent 166-475-0095(24)
Employment Policies and Procedures Records Student employment permanent 166-475-0095(24)
Employment Policies and Procedures Records Temporary employment permanent 166-475-0095(24)
Employment Policies and Procedures Records Transfers permanent 166-475-0095(24)
Employment Policies and Procedures Records Related documentation and correspondence permanent 166-475-0095(24)
Executive Evaluations Administration Records Appointment schedules 3 years 166-475-0095(25)
Executive Evaluations Administration Records Letters of follow-up and thank you 3 years 166-475-0095(25)
Executive Evaluations Administration Records Press releases and announcements 3 years 166-475-0095(25)
Executive Evaluations Administration Records Hotel and travel arrangements 3 years 166-475-0095(25)
Executive Evaluations Administration Records Related correspondence 3 years 166-475-0095(25)
Family and Medical Leave Case File Records Employee leave request forms 3 years after case closed 166-475-0095(26)
Family and Medical Leave Case File Records Notices to employees of leaves granted or rejected 3 years after case closed 166-475-0095(26)
Family and Medical Leave Case File Records Certification of Health Care Providers for the employee or a family member 3 years after case closed 166-475-0095(26)
Family and Medical Leave Case File Records Employee backup information and leave history records 3 years after case closed 166-475-0095(26)
Family and Medical Leave Case File Records Employee time records 3 years after case closed 166-475-0095(26)
Family and Medical Leave Case File Records Continuation of health and dental insurance benefits memorandum 3 years after case closed 166-475-0095(26)
Family and Medical Leave Case File Records Related documentation and correspondence 3 years after case closed 166-475-0095(26)
Graduate Assistantship Application Records Applications developed by individual units 5 years after application or termination of employment, whichever is longer 166-475-0095(27)
Graduate Assistantship Application Records Resumes and vitae 5 years after application or termination of employment, whichever is longer 166-475-0095(27)
Graduate Assistantship Application Records Related documentation and correspondence 5 years after application or termination of employment, whichever is longer 166-475-0095(27)
Graduate Assistantship Application Records Applications developed by individual units 3 years for denied applicants 166-475-0095(27)
Graduate Assistantship Application Records Resumes and vitae 3 years for denied applicants 166-475-0095(27)
Graduate Assistantship Application Records Related documentation and correspondence 3 years for denied applicants 166-475-0095(27)
H-1 Visa Scholars Records Petition for a Non-immigrant Worker (Form I-797) 6 years after expiration of visa and extensions  166-475-0095(28)
H-1 Visa Scholars Records Labor conditions applications for H-1B Non-immigrant 6 years after expiration of visa and extensions  166-475-0095(28)
H-1 Visa Scholars Records Prevailing wage information request 6 years after expiration of visa and extensions  166-475-0095(28)
H-1 Visa Scholars Records Application to Immigrant and Naturalization Service (INS) 6 years after expiration of visa and extensions  166-475-0095(28)
H-1 Visa Scholars Records Documentation of request for visa extensions 6 years after expiration of visa and extensions  166-475-0095(28)
H-1 Visa Scholars Records Details of work assignments 6 years after expiration of visa and extensions  166-475-0095(28)
H-1 Visa Scholars Records Related documentation and correspondence 6 years after expiration of visa and extensions  166-475-0095(28)
Health Emergency Information Records Personal information 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. 1 year after the end of the event or the activity for which this information was collected. 166-475-0095(29)
Immigrant Visa Scholars Records Applications for alien employment certifications issued by the Department of Labor, Employment and Training Administration 75 years 166-475-0095(30)
Immigrant Visa Scholars Records Advertisements for positions 75 years 166-475-0095(30)
Immigrant Visa Scholars Records Curriculum vitae 75 years 166-475-0095(30)
Immigrant Visa Scholars Records Transcripts 75 years 166-475-0095(30)
Immigrant Visa Scholars Records Letters of recommendation 75 years 166-475-0095(30)
Immigrant Visa Scholars Records Notes on all applicants for positions demonstrating that a petitioner was best qualified for an advertised position 75 years 166-475-0095(30)
Immigrant Visa Scholars Records Forms indicating the institution's efforts to employ comparable qualified U.S. citizens (ETA750) 75 years 166-475-0095(30)
Immigrant Visa Scholars Records Notes and memoranda 75 years 166-475-0095(30)
Immigrant Visa Scholars Records Related correspondence 75 years 166-475-0095(30)
J-1 Visa Scholars Records Untied States Information Service Certificates of Eligibility for Exchange Visitors Form (IAP-66) 3 years after the visa expires 166-475-0095(31)
J-1 Visa Scholars Records Descriptions of work to be performed 3 years after the visa expires 166-475-0095(31)
J-1 Visa Scholars Records Methods of financial support 3 years after the visa expires 166-475-0095(31)
J-1 Visa Scholars Records Copies of passports 3 years after the visa expires 166-475-0095(31)
J-1 Visa Scholars Records Check-in forms with personal data such as addresses, telephone numbers, and information concerning dependents 3 years after the visa expires 166-475-0095(31)
J-1 Visa Scholars Records Related correspondence, most often concerning eligibility of spouses and children to accompany or join the scholar 3 years after the visa expires 166-475-0095(31)
J-1 Visa Scholars Records Log sheets noting the nature of telephone calls concerning each scholar's status 3 years after the visa expires 166-475-0095(31)
J-1 Visa Scholars Records Related documentation 3 years after the visa expires 166-475-0095(31)
Layoff Administration Records Position elimination information 75 years 166-475-0095(32)
Layoff Administration Records Employee assistance information 75 years 166-475-0095(32)
Layoff Administration Records Layoff lists 75 years 166-475-0095(32)
Layoff Administration Records Management service layoff policy 75 years 166-475-0095(32)
Layoff Administration Records News publications 75 years 166-475-0095(32)
Layoff Administration Records Salary funding requests 75 years 166-475-0095(32)
Layoff Administration Records Vacancy lists 75 years 166-475-0095(32)
Layoff Administration Records Related documentation and correspondence 75 years 166-475-0095(32)
Merit Increase and Trial Service Performance Appraisal Lists Records Employees name 6 months 166-475-0095(33)
Merit Increase and Trial Service Performance Appraisal Lists Records Classification numbers 6 months 166-475-0095(33)
Merit Increase and Trial Service Performance Appraisal Lists Records Social security numbers 6 months 166-475-0095(33)
Merit Increase and Trial Service Performance Appraisal Lists Records Position number 6 months 166-475-0095(33)
Merit Increase and Trial Service Performance Appraisal Lists Records Employee status and type 6 months 166-475-0095(33)
Merit Increase and Trial Service Performance Appraisal Lists Records FTE 6 months 166-475-0095(33)
Merit Increase and Trial Service Performance Appraisal Lists Records Pay rate qualifier 6 months 166-475-0095(33)
Merit Increase and Trial Service Performance Appraisal Lists Records Current step and pay rate 6 months 166-475-0095(33)
Merit Increase and Trial Service Performance Appraisal Lists Records New pay rate and step (merit increase only) 6 months 166-475-0095(33)
Merit Increase and Trial Service Performance Appraisal Lists Records Trial service completion date 6 months 166-475-0095(33)
National Faculty Exchange Program Records Contracts 5 years 166-475-0095(34)
National Faculty Exchange Program Records Summaries permanent 166-475-0095(34)
National Faculty Exchange Program Records Related correspondence 5 years 166-475-0095(34)
Personnel Research Data Records Published and unpublished data Until superseded or obsolete 166-475-0095(35)
Personnel Research Data Records Statistical reports Until superseded or obsolete 166-475-0095(35)
Personnel Research Data Records Related documentation and correspondence Until superseded or obsolete 166-475-0095(35)
Position Descriptions Records Position Description forms 5 years after superseded 166-475-0095(36)
Position Descriptions Records Reclassification Position Descriptions and documentation 5 years 166-475-0095(36)
Position Descriptions Records Classification listings 5 years after superseded 166-475-0095(36)
Position Descriptions Records Positions listings and related documentation and correspondence 5 years after superseded 166-475-0095(36)
Promotion, Tenure, and Salary Increase Records Candidate dossier cover form or checklist 10 years 166-475-0095(37)
Promotion, Tenure, and Salary Increase Records Prior service agreement 10 years 166-475-0095(37)
Promotion, Tenure, and Salary Increase Records Confidential waiver for letters of evaluation 10 years 166-475-0095(37)
Promotion, Tenure, and Salary Increase Records Current position description 10 years 166-475-0095(37)
Promotion, Tenure, and Salary Increase Records Letters of evaluation 10 years 166-475-0095(37)
Promotion, Tenure, and Salary Increase Records Current curriculum vitae or resume 10 years 166-475-0095(37)
Promotion, Tenure, and Salary Increase Records Activity summary and evaluations of teaching, curriculum development and advising from students, participants/clients, and peers 10 years 166-475-0095(37)
Promotion, Tenure, and Salary Increase Records Candidate acknowledgment of dossier review 10 years 166-475-0095(37)
Promotion, Tenure, and Salary Increase Records Student evaluations of faculty summary reports 10 years 166-475-0095(37)
Promotion, Tenure, and Salary Increase Records Committee signature sheets 10 years 166-475-0095(37)
Promotion, Tenure, and Salary Increase Records Committee findings 10 years 166-475-0095(37)
Promotion, Tenure, and Salary Increase Records Recommendations of administrative superiors 10 years 166-475-0095(37)
Promotion, Tenure, and Salary Increase Records Related documentation and correspondence 10 years 166-475-0095(37)
Recruiting Pool Records Curriculum vitae or resumes 3 years 166-475-0095(38)
Recruiting Pool Records Cover letters 3 years 166-475-0095(38)
Recruiting Pool Records Applications for employment 3 years 166-475-0095(38)
Recruiting Pool Records Interview materials 3 years 166-475-0095(38)
Recruiting Pool Records Position announcements 3 years 166-475-0095(38)
Recruiting Pool Records Evaluations of prospective employees 3 years 166-475-0095(38)
Recruiting Pool Records Related correspondence 3 years 166-475-0095(38)
Residential Advisor (RA) Employees Records Application forms 5 years 166-475-0095(39)
Residential Advisor (RA) Employees Records Transcripts 5 years 166-475-0095(39)
Residential Advisor (RA) Employees Records Recommendations 5 years 166-475-0095(39)
Residential Advisor (RA) Employees Records Interviewers' notes 5 years 166-475-0095(39)
Residential Advisor (RA) Employees Records Notification letters 5 years 166-475-0095(39)
Residential Advisor (RA) Employees Records Contracts which give duties and responsibilities, enrolment hours limitations, and signatures 5 years 166-475-0095(39)
Residential Advisor (RA) Employees Records Papers or projects completed in the required RA course 5 years 166-475-0095(39)
Residential Advisor (RA) Employees Records Staff evaluations of applicants and term-by-term evaluations of appointees 5 years 166-475-0095(39)
Residential Advisor (RA) Employees Records Related documentation and correspondence 5 years 166-475-0095(39)
Retirement Incentive Program Records Agreements between the university and employees for lump sum monthly, or annual payments 6 years after final payment 166-475-0095(40)
Retirement Incentive Program Records Records of actual payments 6 years after final payment 166-475-0095(40)
Retirement Incentive Program Records Related correspondence 6 years 166-475-0095(40)
Sabbatical Leave Records Reports of conferences attended permanent 166-475-0095(41)
Sabbatical Leave Records Applications 75 years 166-475-0095(41)
Sabbatical Leave Records Contracts 75 years 166-475-0095(41)
Sabbatical Leave Records Related documentation and correspondence 75 years 166-475-0095(41)
Search Records Applications 3 years for academic and classified search records 166-475-0095(42)
Search Records Curriculum vitae or resumes 3 years for academic and classified search records 166-475-0095(42)
Search Records Academic transcripts 3 years for academic and classified search records 166-475-0095(42)
Search Records Samples of writing or publications 3 years for academic and classified search records 166-475-0095(42)
Search Records Approvals of recruitment proposals 3 years for academic and classified search records 166-475-0095(42)
Search Records Candidate lists 3 years for academic and classified search records 166-475-0095(42)
Search Records Position announcements 3 years for academic and classified search records 166-475-0095(42)
Search Records Position advertisements 3 years for academic and classified search records 166-475-0095(42)
Search Records position descriptions 3 years for academic and classified search records 166-475-0095(42)
Search Records Certificate of Eligible's 3 years for academic and classified search records 166-475-0095(42)
Search Records Copies of Affirmative Action Compliance Data Forms 3 years for academic and classified search records 166-475-0095(42)
Search Records Request to fill academic position forms 3 years for academic and classified search records 166-475-0095(42)
Search Records Interview materials such as schedules, rating sheets, tallies, screening and interview notes, review committee notes and memoranda 3 years for academic and classified search records 166-475-0095(42)
Search Records Telephone conversation notes 3 years for academic and classified search records 166-475-0095(42)
Search Records Related correspondence such as cover letters and reference letters 3 years for academic and classified search records 166-475-0095(42)
Search Records Applications 1 year for student search records 166-475-0095(42)
Search Records Curriculum vitae or resumes 1 year for student search records 166-475-0095(42)
Search Records Academic transcripts 1 year for student search records 166-475-0095(42)
Search Records Samples of writing or publications 1 year for student search records 166-475-0095(42)
Search Records Approvals of recruitment proposals 1 year for student search records 166-475-0095(42)
Search Records Candidate lists 1 year for student search records 166-475-0095(42)
Search Records Position announcements 1 year for student search records 166-475-0095(42)
Search Records Position advertisements 1 year for student search records 166-475-0095(42)
Search Records position descriptions 1 year for student search records 166-475-0095(42)
Search Records Certificate of Eligible's 1 year for student search records 166-475-0095(42)
Search Records Copies of Affirmative Action Compliance Data Forms 1 year for student search records 166-475-0095(42)
Search Records Request to fill academic position forms 1 year for student search records 166-475-0095(42)
Search Records Interview materials such as schedules, rating sheets, tallies, screening and interview notes, review committee notes and memoranda 1 year for student search records 166-475-0095(42)
Search Records Telephone conversation notes 1 year for student search records 166-475-0095(42)
Search Records Related correspondence such as cover letters and reference letters 1 year for student search records 166-475-0095(42)
Staffing Policies Records Notations on priority staffing decisions 2 years after superseded or obsolete 166-475-0095(43)
Staffing Policies Records Position descriptions 2 years after superseded or obsolete 166-475-0095(43)
Staffing Policies Records Requests for approval of new staff positions 2 years after superseded or obsolete 166-475-0095(43)
Staffing Policies Records Justification statements 2 years after superseded or obsolete 166-475-0095(43)
Staffing Policies Records Descriptions of teaching responsibilities for positions requested 2 years after superseded or obsolete 166-475-0095(43)
Staffing Policies Records Funding information 2 years after superseded or obsolete 166-475-0095(43)
Staffing Policies Records Job announcements 2 years after superseded or obsolete 166-475-0095(43)
Staffing Policies Records Memoranda of agreement 2 years after superseded or obsolete 166-475-0095(43)
Staffing Policies Records Related documentation and correspondence 2 years after superseded or obsolete 166-475-0095(43)
Social Security Number Records Social security number applications 3 years 166-475-0095(44)
Social Security Number Records Statement of Information-Social Security Account Number forms (CO-204) 3 years 166-475-0095(44)
Social Security Number Records Photocopies of social security cards 3 years 166-475-0095(44)
Social Security Number Records Controllers Division reports 3 years 166-475-0095(44)
Social Security Number Records Related documentation and correspondence 3 years 166-475-0095(44)
Student and Classified Employees Compensation Records Compensation plans Until superseded or obsolete 166-475-0095(45)
Student and Classified Employees Compensation Records Conversion tables for annual, monthly, hourly and overtime rates Until superseded or obsolete 166-475-0095(45)
Student and Classified Employees Compensation Records Records concerning extra merit increases, merit pay system, overtime pay, shift differential, student pay, variable rate pay, and working out of class Until superseded or obsolete 166-475-0095(45)
Student and Classified Employees Compensation Records Related documentation and correspondence Until superseded or obsolete 166-475-0095(45)
Student Employees Personnel Records Resumes 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Interview questionnaires and notes 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Work referral forms 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Student schedule slips 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Financial aid employment reference forms 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Student employment registration forms 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records personnel action forms 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Pay/budget action forms 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Work-study time certificates 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Performance evaluations 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Employee withholding allowance certificate (W-4) forms 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Payroll check delivery authorizations 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Requests for emergency payroll draw forms 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Commendations 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Recommendations 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Reprimands or notes of disciplinary action 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Notices of layoff 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Letters of resignation 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Work permits 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Copies of visas and related immigration status information 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Student driver authorization forms 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Employment eligibility forms (I-9) 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Home address/telephone disclosure authorizations 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Related correspondence and documents 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Employees Personnel Records Photocopies of each employee's drivers license; birth certificate; or certificate of student employment registration 5 years after employee separation for work-study student records, otherwise 3 years 166-475-0095(46)
Student Faculty/Course Evaluation Records Bubble forms (input documents) Until tabulated 166-475-0095(47)
Student Faculty/Course Evaluation Records Course reaction inventory printouts 5 years 166-475-0095(47)
Student Faculty/Course Evaluation Records Statistical tabulations 5 years 166-475-0095(47)
Student Faculty/Course Evaluation Records Summary reports 5 years 166-475-0095(47)
Student Faculty/Course Evaluation Records Related documentation and correspondence 5 years 166-475-0095(47)
Tuition Reduction Records 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 4 years 166-475-0095(48)
Volunteer Program Records Volunteer applications, emergency notification forms 5 years after volunteer separation 166-475-0095(49)
Volunteer Program Records Volunteer hour statistics, volunteer program publicity records, insurance requirement information and related documentation 5 years 166-475-0095(49)
Unemployment Compensation Claim Records Claim records 2 years 166-475-0095(50)
Unemployment Compensation Claim Records Notices 2 years 166-475-0095(50)
Unemployment Compensation Claim Records Reports 2 years 166-475-0095(50)
Unemployment Compensation Claim Records Records generated by the appeal of claim determinations 2 years 166-475-0095(50)
Unemployment Compensation Claim Records Related documentation and correspondence 2 years 166-475-0095(50)
Work Time Adjustment Agreements Records Official signed agreement Until superseded or obsolete 166-475-0095(51)
Work Time Adjustment Agreements Records Related documentation and correspondence Until superseded or obsolete 166-475-0095(51)