|INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
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
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Employee accident and safety records
attendance and timesheet records, as
defined by Yale
- Employee eligibility verifications (I-9 forms)
- Employee grievances
medical records, as
defined by Yale. Destroy 30 years after employment ends.
- Employee payroll records
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.
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.
(Destroy following their immediate administrative
- Records concerning
employee performance that are not part of the official employee personnel
- Unsolicited applications