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Performance Appraisals

Evaluations completed that are used to measure and rate employee performance.

Identification

Record Series Item Number
3.1.019
Retention Policy Number
184
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC + 3

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No
Remarks
AC = Appraisal completed. Open unless clearly unwarranted invasion of personal privacy. Tenure documentation can extend over six years. 29CFR1620.32(c).

Status

Last Update
10/15/21 12:59
GUID
UNTRRS-958

Grievance Records

Records relating to the review of employee grievances against personnel policies, working conditions, etc.

Identification

Record Series Item Number
3.1.018
Retention Policy Number
123
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC+3

Characteristics

Final Repository
HUMAN RESOURCES/PRESIDENT/PROVOST/ HEARING COMMITTEES/ACADEMIC DEPARTMENTS
Vital
Yes
Remarks
AC = Grievance settled. Open unless clearly unwarranted invasion of personal privacy. Retention period by advice of legal counsel. Caution: Does not include formal complaints filed by an agency employee with the Equal Employment Office of the U.S. Department of Labor. See item number 1.1.048. Human Resources for staff. President, Provost, Hearing Committees and Academic Department for faculty.

Status

Last Update
10/15/21 12:59
GUID
UNTRRS-956

Employment Selection Records

Includes notes of interviews with candidates, questions asked of applicants, audio and videotapes of job interviews, driving record and previous injury checks, pre-employment physical examinations, pre-employment drug screening test results, polygraph examination results, and all other records that document the selection process.

Identification

Record Series Item Number
3.1.014
Retention Policy Number
95
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
2

Characteristics

Final Repository
LOCAL UNIT
Vital
Yes
Remarks
29 CFR 1602.49 (a)
CAUTION: Does not include criminal history checks. SEE item number 3.1.026.

Status

Last Update
10/15/21 12:58
GUID
UNTRRS-955

Employment Opportunity Announcements

Internal or external announcements or advertisements of job openings, promotions, training programs, or opportunities for overtime.

Identification

Record Series Item Number
3.1.012
Retention Policy Number
94
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
2

Characteristics

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

Status

Last Update
10/15/21 12:56
GUID
UNTRRS-953

Employment Eligibility, Documentation, or Verification of

Identification

Record Series Item Number
3.1.029
Retention Policy Number
93
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC + 3

Characteristics

Final Repository
HUMAN RESOURCES
Vital
Yes
Remarks
AC = Termination of employment. AC = Termination of employment. CAUTION: Federal regulation requires that INS I-9 forms be retained for 3 years from date of hire or 1 year after separation of the employee, whichever is later. Agencies should make certain that the INS I-9 forms for employees who terminate from the University less than 3 years from date of hire are kept for the 3 years retention period. 8 CFR 274a.2(b)(2)(i)(A) and (c)(2).

Status

Last Update
6/29/21 10:19
GUID
UNTRRS-971

Employee Insurance Records

University copies of information relating to the selection by employees/retirees of life, disability, health, and other types of insurance offered by the UNT System to its employees.

Identification

Record Series Item Number
3.1.011
Retention Policy Number
88
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC

Characteristics

Final Repository
HUMAN RESOURCES
Vital
No
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 12:56
GUID
UNTRRS-952

Employee Counseling Records

Notes, memoranda, or reports relating to the counseling of an employee for work-related, personal, or substance abuse problems. Usually maintained at the supervisory level except in those agencies with counseling staff.

Identification

Record Series Item Number
3.1.006
Retention Policy Number
84
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC+3

Characteristics

Final Repository
HUMAN RESOURCES/COUNSELING AND TESTING/LOCAL UNIT
Vital
No
Remarks
AC = Termination of counseling.

Status

Last Update
10/15/21 12:55
GUID
UNTRRS-951

Criminal History Checks

Criminal history record information obtained for job applicants, University employees, camp or related event.

Identification

Record Series Item Number
3.1.026
Retention Policy Number
66
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC

Characteristics

Final Repository
HUMAN RESOURCES/CAREER CENTER/PROVOST/BUSINESS SUPPORT SERVICES/RISK MANAGEMENT SERVICES
Vital
No
Remarks
AC= The criminal history record has served the immediate purpose for which it was obtained; i.e., for UNT, once a non-adverse result has resulted from the check.
See Subchapter F, Chapter 411, Government Code (411.094 for institutions of higher education). For UNT, the Human Resources Department conducts background checks for staff; Business Support Services and Risk Management Services conducts background checks for camps and related events; the Career Center conducts background checks for student employees; the Provost's Office conducts background checks for faculty.

Status

Last Update
10/15/21 13:03
GUID
UNTRRS-963

Certificates of Age

Identification

Record Series Item Number
3.1
Retention Policy Number
45
Series
3.1 - Personnel Records-Employee

Retention Period

Total Retention
AC + 5

Characteristics

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

Status

Last Update
9/10/21 11:29
GUID
UNTRRS-943
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