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Human Resources

Administrative Application and Recruitment Records

Includes advertising, job posts, interview notes, typing tests, assessments, and pre-employment testing data, etc.

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Employee Benefit Payment Information

Employee benefit payment information and records such as retirement checks, medical claim payments, flexible spending account payments, tuition reimbursement and discounts, employee student loan repayments, unemployment information, etc.  

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Faculty and Employee Grievance Files

These records document faculty and employee grievances and the University’s response. They include the initiation of an action letter describing the grievance, all evidence presented during the grievance process, committee’s findings and recommendations, including suggested actions, the Chancellor’s or President's decision, any other correspondence pertaining to the grievance, and any recordings made during the process.  

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Faculty Service, Activity, Promotion and Tenure Files

Faculty service, activity, promotion and tenure files including curriculum, third year teaching evaluations, syllabi, publications and bibliographies.  

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Official Personnel File - Other than Service or Benefit Related

Personnel records not required for future benefit determinations such as: Performance appraisals, discipline records, position descriptions, reclassification approvals, applications and resumes, letters of reference, employee tax records, I-9 and H1B forms, visas and supporting documentation, union dues payments,  continuing education required for employment, drug testing results, criminal background and background checks, education and certification verifications, credentialing, CEU's, licenses, ADA accommodations, delegation of authority documents, onboarding material, conflict of interest statements, etc.  

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Official Personnel File - Service Related Records

Personnel and service records required for future benefit determinations such as:  letters of offer, job status, job  changes, all leaves of absence, termination, retirement, benefit eligibility, beneficiary information, salary payroll history, benefit certificates (birth, death, marriage, divorce, etc.), employment contracts, and other job related activities.

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Rejected Applicant Information

Includes job applications, resumes, and pre-employment testing data.

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Salary and Employment Verifications

External requests sent to Human Resources to verify salary and employment information for loan qualifications, etc.

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Salary Increase and Justifications

Salary increase/justification records include, but are not limited to, letter of instructions for salary increases, listing of department staff and amount of salaries, salary evaluations and letters requesting or justifying salary increases for University staff. 

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