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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

Public Access Option Form

Form completed and signed by employee or official, or former employee or official, electing to keep home address, home telephone number, social security number, and family information open or confidential under the Public Information Act, Government Code 552.024.

Identification

Record Series Item Number
3.1.038
Retention Policy Number
473
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
US

Characteristics

Final Repository
HUMAN RESOURCES
Vital
Yes
Remarks
SEE item number 3.3.011.

Status

Last Update
10/15/21 13:24
GUID
UNTRRS-1083

Employee Recognition Records

Awards, Incentives, Tenure, etc.

Identification

Record Series Item Number
3.1.037
Retention Policy Number
472
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC+5

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No
Remarks
AC = Termination of employment.

Status

Last Update
10/15/21 13:24
GUID
UNTRRS-976

Employee Benefits - Other than Insurance

University copies of information relating to the selection of available benefit options other than insurance.

Identification

Record Series Item Number
3.1.031
Retention Policy Number
470
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC+2

Characteristics

Final Repository
HUMAN RESOURCES
Vital
Yes
Remarks
AC = Until superseded or termination of employment. CAUTION: documents that serve as payroll deduction authorizations must be maintained for the retention period prescribed for item number 3.2.001.

Status

Last Update
10/15/21 13:06
GUID
UNTRRS-972

Physical Examinations/Medical Reports

Medical or physical examination reports or certificates of employees for whom periodic monitoring of health or fitness is required.

Identification

Record Series Item Number
3.1.024
Retention Policy Number
468
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC+2

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No
Remarks
AC = Until superseded or termination of employment. CAUTION: Does not include pre-employment physical examinations. SEE: item number 3.1.014.

Status

Last Update
10/15/21 13:02
GUID
UNTRRS-962

Personnel Corrective Action Documentation

Corrective actions are those actions which do not affect pay, status, or tenure and are imposed to correct or improve an employee's job performance.

Identification

Record Series Item Number
3.1.020
Retention Policy Number
467
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC+5

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No
Remarks
AC = Termination of employment. CAUTION: If, during the retention period of this records series, any part of this series is used to document and support personnel disciplinary action under item number 3.1.021, all documentation from this series used to support disciplinary action must be retained for the minimum retention period described by item number 3.1.021.

Status

Last Update
10/15/21 13:00
GUID
UNTRRS-959

Grievance Records

Nondiscrimination ADA (Americans with Disabilities Act).

Identification

Record Series Item Number
3.1.018
Retention Policy Number
465
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC+3

Characteristics

Final Repository
HUMAN RESOURCES/OFFICE OF DISABILITY ACCOMODATION
Vital
Yes
Remarks
AC = Separation of employment for faculty and staff. AC = Date of last attendance for students. Human Resources retains the documentation for Faculty and Staff. Office of Disability Accommodation retains records for students.

Status

Last Update
10/15/21 12:59
GUID
UNTRRS-957

Appointment, Promotion, and Tenure Records

This series documents the periodic consideration of faculty who are eligible for promotion in rank and change in tenure status, faculty appointments, and compliance with UNT regulations for periodic performance evaluation of tenured faculty. Records may include but are not limited to appointment, promotion and tenure proposals submitted by department for review by the Promotion, Tenure and Appointment Committee, committee member working notes, committee recommendations and approvals, and documentation of post tenure review recommendations. Proposals may include but are not limited to: Chairs' letter of proposal, department or school committee's letter of recommendation, letters of evaluation and a current curriculum vitae.

Identification

Record Series Item Number
3.1
Retention Policy Number
461
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC+5

Characteristics

Final Repository
PROVOST/LOCAL UNIT
Vital
No
Remarks
AC = Termination of employment. URRS-57. 29 CFR 1602.49, 29 CFR 1602.49(a).

Status

Last Update
9/10/21 14:25
GUID
UNTRRS-948