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Drug Test Records - Negative Results

This record series consists of the positive results of a drug test under the drug free workplace act or as required for cdl or other drivers under us dot regulations as well as records related to canceled tests. This series might include documents generated in decisions to administer reasonable suspicion or post- accident testing, or in verifying the existence of a medical explanation of the inability of the driver to provide adequate breath or to provide a urine specimen for testing. In addition, the case file could be included: the employer's copy of an alcohol test form, including the results of the test; a copy of the controlled substances test chain of custody control form; documents sent by the medical review officer to the employer; notice to report for testing; affidavit signed by the employee stating any prescription drugs or over the counter medication currently taken; final clearance to resume working. This can include memorandum and correspondence related to an employee's refusal to take or submit samples for an alcohol and/or controlled substance test(s) (49 cfr 382.401).

Identification

Record Series Item Number
3.1
Retention Policy Number
723
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
2 Years

Characteristics

Vital
No
Remarks
URRS-322

Status

Last Update
9/10/21 14:31
GUID
UNTRRS-1446

Continuing medical education (CME)

Identification

Record Series Item Number
1.1
Retention Policy Number
722
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
6

Characteristics

Vital
No
Remarks
Records other than fiscal or attendance. URRS-495, Accreditation Council for Continuing Medical Education (ACCME).

Status

Last Update
6/28/21 15:59
GUID
UNTRRS-1508

Continuing medical education (CME) class records.

Identification

Record Series Item Number
3.1
Retention Policy Number
713
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
6

Characteristics

Vital
No
Remarks
Departments should keep records on attendance at continuing education courses. CME attendance records are kept electronically indefinitely; paper files for 6 years. Accreditation Council for Continuing Medical Education (ACCME).

Status

Last Update
9/10/21 14:29
GUID
UNTRRS-1499

Continuing Medical Education (cme) Activity Fiscal Records

Includes records for funding support of events and expenditures of funds.

Identification

Record Series Item Number
3.1
Retention Policy Number
703
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
6

Characteristics

Vital
No
Remarks
CME ACTIVITY FISCAL RECORDS ARE KEPT ELECTRONICALLY INDEFINITELY; PAPER FILES FOR 6 YEARS. THE ACCREDITATION COUNCIL FOR CONTINUING MEDICAL EDUCATION (ACCME) REQUIRES RECORDS TO BE KEPT ON FILE FOR A MINIMUM OF 6 YEARS.

Status

Last Update
6/29/21 10:14
GUID
UNTRRS-1489

Ombuds Records

Consultation records, notes, letters, memos, emails, reports and other documentation.

Identification

Record Series Item Number
3.1.039
Retention Policy Number
664
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC

Characteristics

Final Repository
OMBUDS
Vital
No
Remarks
AC = Final decision or matter closed. If no activity is made on a particular case for 30 days, the Ombuds will consider the case to be closed. CAUTION: Does not include formal complaint filed with EEO. If matter becomes a grievance or the subject of counseling or litigation, or employee is subject to disciplinary action, the records are subject to retention in the appropriate records series. SEE 1.1.048, 3.1.006, 3.1.018, 3.1.020, and 3.1.021.

Status

Last Update
10/15/21 13:26
GUID
UNTRRS-977

Criminal History Checks - Authorization Forms for STUDENT EMPLOYEE positions

This series documents the retention of forms used to authorize a UNT business unit to conduct a criminal history check upon an individual who has applied for a student employee position. This series does not include results for the criminal history check.

Identification

Record Series Item Number
3.1.026
Retention Policy Number
657
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
1

Characteristics

Final Repository
CAREER CENTER
Vital
No
Remarks
Results of a criminal history check should not be retained under this records series (see UNT Item # 66 - Criminal History Checks). Retention for the authorization form follows UNT Career Center practice.

Status

Last Update
10/15/21 13:05
GUID
UNTRRS-968

Criminal History Checks - Authorization Forms for FACULTY positions

This series documents the retention of forms used to authorize a UNT business unit to conduct a criminal history check upon an individual who has applied for a faculty position. This series does not include results for the criminal history check.

Identification

Record Series Item Number
3.1.026
Retention Policy Number
656
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AV

Characteristics

Final Repository
PROVOST
Vital
No
Remarks
Results of a criminal history check should not be retained under this records series (see UNT Item # 66 - Criminal History Checks). Retention for the authorization form follows UNT internal practice. The authorization forms for faculty are imaged and retained permanently by the Provost's Office.

Status

Last Update
10/15/21 13:04
GUID
UNTRRS-967

Criminal History Checks - Authorization Forms for camp or related event personnel

This series documents the retention of forms used to authorize a UNT business unit to conduct a criminal history check upon an individual who has applied for a position within a camp/related event. This series does not include results for the criminal history check.

Identification

Record Series Item Number
3.1.026
Retention Policy Number
655
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC+1

Characteristics

Final Repository
AXILLARY SERVICES/ SERVICES/C.A.L.L
Vital
No
Remarks
AC=Authorization forms for camp/related event positions are maintained until the end of the session for which they were obtained. Results of a criminal history check should not be retained under this records series (see UNT Item # 66 - Criminal History Checks). Retention for the authorization form follows UNT Business Services internal practice.

Status

Last Update
10/15/21 13:04
GUID
UNTRRS-966

Criminal History Checks - Adverse Results

This series documents the retention of criminal history checks which have produced adverse results that are used as a basis for employment denial. This series can include authorization forms and associated results.

Identification

Record Series Item Number
3.1.026
Retention Policy Number
653
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
2

Characteristics

Final Repository
HUMAN RESOURCES/CAREER CENTER/PROVOST/BUSINESS SERVICES/C.A.L.L
Vital
No
Remarks
Records are maintained for 2 years from the date of the adverse result. Criminal history results associated with persons not hired, but did not produce an adverse result are disposed as soon as the position is filled. Non-adverse results of a criminal history check should not be managed under this records series (see UNT Item # 66 - Criminal History Checks). Retention follows UNT practice.

Status

Last Update
10/15/21 13:03
GUID
UNTRRS-965

Criminal History Checks - Authorization Forms for STAFF positions

This series documents the retention of forms used to authorize a UNT business unit to conduct a criminal history check upon an individual who has applied for a staff position. This series does not include results for the criminal history check.

Identification

Record Series Item Number
3.1.026
Retention Policy Number
652
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC+3

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No
Remarks
AC=Separation from employment at UNT. Results of a criminal history check should not be retained under this records series (see UNT Item # 66 - Criminal History Checks). Retention for the authorization form follows UNT HR internal practice.

Status

Last Update
10/15/21 13:03
GUID
UNTRRS-964