PERSONNEL: STAFF

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Yale University does not seek to retain permanent documentation concerning individual staff personnel, although many records must be kept for long periods of time to satisfy administrative and legal requirements.
 

Non-permanent records requiring 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 attendance, timesheet, and earned vacation records, as defined by Yale   Employee benefits records, as defined by Yale   Employee eligibility verifications (I-9 forms)   Employee grievances   Employee payroll records   Employee safety training records. Destroy 30 years after employment ends.   Employee testing and training records   Equal opportunity records on individuals and searches.  Destroy 3 years after a candidate was hired.   Foreign citizen employment records. Destroy 10 years after employment ends.   Job audit records   Personnel action files, including training, education, testing, layoff, transfer, and appraisal records that might not be in an individual's personnel files Background Check files and supporting documentation Search files.  Destroy 3 years after a candidate was hired.   Toxic, hazardous, or radioactive substance exposure records.  Destroy 30 years after appointment ends.

Office of record The Department of Human Resource Services and Library Administrative Services maintain the record copy of most documentation concerning Yale staff. Environmental Health and Safety, Employee Health, the Office for Equal Opportunity Programs, and the Office of International Students and Scholars also have responsibility for certain records. Departmental business managers maintain the record copy of documentation about staff attendance and accrued vacation. 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.

Routine administrative records 
(Destroy following their immediate administrative use.)

• Records concerning employee performance that are not part of the official employee personnel file
   
• Unsolicited applications