PERSONNEL: GENERAL ADMINISTRATION AND SERVICES

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In an effort to preserve and maintain its history, Yale University seeks to retain certain documentation concerning personnel administration and services.  Specific topics of interest include:

• Policy development, planning, and program development related to the administration of personnel;
   
• Policies and standards for hiring and recruitment, evaluation of employees, promotion and tenure, job auditing, disciplinary actions, and development and training;
   
• Development of classification structures and salary/wage schedules for faculty, staff, and student employees;
   
• Availability of personnel services and programs to support Yale staff and offices.
   

Archival records (Permanent records should be transferred to the Archives.  Please arrange timing and frequency of records transfer with Archives staff.) Affirmative action and equal opportunity plans   Aggregate analyses of employees (of all types), positions, benefits, and compensation   Annual reports and summaries from units responsible for personnel administration and services   Benefits administration records, including contracts and terms of agreement for benefit programs, descriptions of benefit programs, and other formal documents   Classification, wage, and salary structures   Employee manuals and handbooks for faculty, staff, and student employees   Environmental/occupational health and safety plans and policies   Layoff plans and procedures   Meeting minutes and supporting materials for committees and departments involved in personnel administration and services   Mission and goal statements for units responsible for personnel administration and services   Organizational charts and supporting descriptions and analyses   Policies, plans, and procedures for hiring and recruitment, performance evaluations, tenure evaluations, job audits, disciplinary actions, and other personnel actions or services   Policies, plans, and procedures for providing employees with benefits, training, and other services   Position descriptions for corporation appointments   Publications and other publicity material concerning personnel administration and services (2 copies)   Topical files of the associate vice president for administration, the Provost's Office, the director of the FAS Business Support Center, the director of the Organizational Development and Learning Center, the director of Placement and Staff Relations, and the director of Administrative Systems, Benefits, Compensation and Classification   Surveys, status reports, assessments, and studies of faculty, staff, and student employees

Office of record The Department of Human Resource Services, the Office of the Provost, the Faculty of Arts and Sciences Business Support Center, Library Administrative Services, Environmental Health and Safety, the Office for Equal Opportunity Programs, academic department chairs, and departmental business managers  maintain the record copy of documentation about personnel administration and services.  Individual units that are not responsible for the creation of such records, but that maintain duplicates of such works or related materials, should destroy these files after they are no longer needed.

• Affirmative action review records
   
• Grievance administration records
   
• Health and safety monitoring records.  Destroy 30 years after active life of record.
   
• Job audit administration records
   
• Layoff administration records
   
• Safety training administration records.  Destroy 30 years after active life of record.
   
• Salary administration records
   
• Testing and training administration records