PERSONNEL: STUDENTS

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Yale University does not seek to retain permanent documentation concerning individual student employees, although many records must be kept for a minimum of 30 years to satisfy administrative and legal requirements.
 
 

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 attendance and timesheet records, as defined by Yale   Employee eligibility verifications (I-9 forms)   Employee grievances   Employee medical records, as defined by Yale.  Destroy 30 years after employment ends.   Employee payroll records   Employee personnel files for work study and non-work study students, as defined by Yale   Employee safety training records. Destroy 30 years after employment ends.   Employee testing and training records   Foreign citizen employment records. Destroy 10 years after employment ends.   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 Student Employment Office, the Faculty of Arts and Sciences Business Support Center, the Graduate School Teaching Fellow Program Office, the Department of Human Resource Services, Environmental Health and Safety, the Office of International Students and Scholars, Employee Health, individual academic departments, Library Administrative Services, the Payroll Department, Environmental Health and Safety, the Office of International Students and Scholars, and departmental business managers maintain the record copy of documentation about individual student personnel.  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