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Training Records - Instructional Materials

Instructional materials associated with in-house training of university personnel on personnel policies and procedures and other policies and procedures that govern the University's programs, services, or projects.

Identification

Record Series Item Number
3.3.030
Retention Policy Number
482
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
US+2

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No
Remarks
SEE 3.3.030 # 168 for training administration records including attendance. CAUTION: Does not include hazardous materials training records. SEE item number 5.4.007.

Status

Last Update
10/15/21 13:40
GUID
UNTRRS-1007

Aptitude and Skills Tests (Validation Records)

Records of the validation of aptitude and skills tests.

Identification

Record Series Item Number
3.3.029
Retention Policy Number
481
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
AC+2

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No
Remarks
AC = As long as the test is used by an agency. 29 CFR 1602.31 [State Agencies]. 29 CFR 1602.49 (State Universities).

Status

Last Update
10/15/21 13:39
GUID
UNTRRS-1006

Aptitude and Skills Tests (Test Papers)

Aptitude and skills test papers of job applicants or of current personnel taking a test to qualify for promotion or transfer.

Identification

Record Series Item Number
3.3.028
Retention Policy Number
480
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
2

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No
Remarks
29 CFR 1602.31 [State Agencies]. 29 CFR 1602.49 (State Universities).

Status

Last Update
10/15/21 13:39
GUID
UNTRRS-1005

Aptitude and Skills Tests

Aptitude or skills tests required of job applicants or of current personnel to qualify for promotion or transfer.

Identification

Record Series Item Number
3.3.027
Retention Policy Number
479
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
US+2

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No
Remarks
29 CFR 1602.31 (State Agencies). 29 CFR 1602.49 (State Universities). CAUTION: One copy of each different test (different in terms of either questions or administration procedures) should be retained for the period indicated.

Status

Last Update
10/15/21 13:39
GUID
UNTRRS-1004

Job Procedure Records

Any documents detailing the procedural duties and responsibilities of the University positions on a position-by-position basis.

Identification

Record Series Item Number
3.3.025
Retention Policy Number
478
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
US+3

Characteristics

Final Repository
HUMAN RESOURCES/LOCAL UNIT
Vital
No
Remarks
Departmental level job description for individual position.

Status

Last Update
10/15/21 13:38
GUID
UNTRRS-1002

Personnel Policies and Procedures

Any internally distributed manuals, guidelines, or similar records that define University wide policies and procedures concerning the personnel of the University.

Identification

Record Series Item Number
3.3.024
Retention Policy Number
477
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
US+3

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No
Remarks
Paper and electronic versions kept.

Status

Last Update
10/15/21 13:37
GUID
UNTRRS-1001

Time and Effort Report

A record certifying the percentage of time worked on a sponsored project during a particular reporting period.

Identification

Record Series Item Number
3.3
Retention Policy Number
475
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
FE+7

Characteristics

Final Repository
RESEARCH
Vital
No
Remarks
Records are kept in electronic format.

Status

Last Update
9/10/21 14:38
GUID
UNTRRS-991

International Scholars Records - Immigrant Petition File

Includes documentation of an institution’s sponsorship of an applicant using United States Citizenship and Immigration Services (USCIS) Form I-140 (Immigrant Petition for Alien Worker).

Identification

Record Series Item Number
12.1.003
Retention Policy Number
383
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
AC+5

Characteristics

Final Repository
International Affairs
Vital
Yes
Remarks
AC = Date applicant granted lawful permanent residence by USCIS or no longer employed by the institution, whichever is earlier. URRS-393

Status

Last Update
10/20/21 13:34
GUID
UNTRRS-1623

International Scholars Records - Nonimmigrant Visa Public Inspection File

This series documents the temporary employment of international exchange visitors (non-immigrants) by the institution and is used to monitor compliance with federal United States Citizenship and Immigration Services (USCIS) regulations. Includes Labor Condition Application (DOL Form 9035/9035E), wage rate documentation, benefits summaries, and related materials for H-1B, H-1B1, and E-3 visas.

Identification

Record Series Item Number
12.1.006
Retention Policy Number
382
Series
3.3 - Personnel Records-Personnel Administration

Retention Period

Total Retention
AC+1

Characteristics

Final Repository
International Affairs
Vital
Yes
Remarks
AC = Last date the institution employs any individual in H-1B nonimmigrant status under the Labor Condition Application for which the Public Inspection File was created or, if no non-immigrants were employed under the labor condition application, one year from the date the labor condition application expired or was withdrawn. URRS-60, 20 CFR 655.760(c).

Status

Last Update
10/20/21 13:34
GUID
UNTRRS-1622
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