 |
INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning individual faculty and post-doctorate personnel. Specific
topics of interest include:
- Development or elimination of individual faculty positions;
- Strategies, decisions,
planning, and program development as they relate to the hiring and recruitment
of individual faculty; and
- Educational background,
work history, accomplishments, and research interests of junior and
senior faculty.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Employee personnel
files for senior and junior faculty, as
defined by Yale
- Final reports produced by the hiring committee
- Meeting minutes
and supporting materials for hiring committees and/or departmental meetings
that document decision-making in the faculty hiring process
- Proposals and planning materials for faculty positions, including job descriptions
- Topical files of provosts, deans, and academic departments
- Teaching evaluations (summary information if available)
- Tenure dossiers
|
|
Office of record
The Office of the Provost, the Faculty of Arts
and Sciences Business Support Center, deans, academic departments
chairs, the Department of Human Resource Services, the Office for
Equal Opportunity Programs, Environmental Health and Safety, Employee
Health, and the Office of International Students and Scholars
maintain the record copy of documentation about faculty and post-doctorates.
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. |
|
| |
|
Non-permanent records
requiring temporary retention for legal purposes
(Unless
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Employee accident and safety records
- Employee benefits
records, as
defined by Yale
- Employee eligibility verification forms (I-9 forms)
- Employee medical
records, as
defined by Yale. Destroy 30 years after appointment ends.
- Employee payroll records
- Employee personnel
files for non-ladder teaching, non-ladder research, and visiting faculty,
as defined
by Yale. Destroy 30 years after appointment ends.
- Employee personnel
files for post-doctorate associates and fellows, as
defined by Yale. Destroy 30 years after appointment ends.
- Equal opportunity
records on individuals. Destroy 3 years after appointment of
candidate.
- Foreign citizen employment records. Destroy 10 years after appointment ends.
- Search records
on individual job candidates. Destroy 3 years after appointment of
candidate.
- Toxic, hazardous,
or radioactive substance exposure records. Destroy 30 years
after appointment ends.
Routine administrative
records
(Destroy following their immediate administrative
use.)
- Individual course evaluations if summary information is available
- Non-university
records created by a non-Yale office, such as copies of articles, chapters
of books, and other published materials by a faculty person or position
candidate, which may appear in personnel or search files
- Unsolicited applications
|
|
