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Section 5 covers personnel- and payroll-related records.  Personnel records pertain to conditions of employment, including recruitment and hiring, evaluations, and documentation related to awards and other employment history. Payroll records document time worked, leave taken, retirement contributions, and other deductions.

Disposition Authority# Records series title and description Retention Disposition

99-11-59460

Accident/Incident/Potential Hazard Reports (Official Copy).
Provides documentation of non-chemical, non-asbestos accidents, incidents, or potential hazards incurred by employees, visitors, and staff. Includes any attachments needed for documentation. Some medical information may also be included.

Official copy held by: Environmental Health and Safety.

Retention:

Calendar Year + 10 years
 

Disposition:

Environmental Health and Safety: Destroy
 

GS 03024.001

Employee Performance Evaluations (Secondary Copies).
Used to evaluate performance of classified staff.

Applies to secondary copy held by any office.

Retention:

Note: Supervisors must comply with the retention requirements established in their employees' collective bargaining agreements.

Disposition:

 

GS 03030.013

Employee Timesheets and Time Entry Records (Official Copy).
Records documenting employee attendance and time when entered into the payroll system by someone other than the employee. May include: signed timesheets, signed timesheet adjustment forms, or other documentation outside the official system of time and attendence.

Official copy held by: Any office.

Retention:

Fiscal Year + 6 years
 

Disposition:

Any office: Destroy
 

GS 03012.007

Employment Applications—Classified Staff, Hired (Secondary Copies).
Includes employment applications, resumes, and related information. Provides information about applicants for classified staff positions. Note: All applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant, are exempt from public inspection and copying (reference RCW 42.56.250)

Applies to secondary copy held by any office.

Retention:

Position Filled + 3 years

Note: Generally included in personnel file. Human Resources holds the official copy of these records.

Disposition:

Hiring Department: Destroy
 

GS 03012.009

Employment Applications—Classified Staff, Not Hired (Secondary Copies).
Includes employment applications, resumes, and related information. Provides information about applicants for classified staff positions. Note: All applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant, are exempt from public inspection and copying (reference RCW 42.56.250)

Applies to secondary copy held by any office.

Retention:

Position Filled + 3 years
 

Disposition:

Hiring Department: Destroy
 

GS 03042.015

Employment Applications—Student Positions/Hired (Official Copy).
May include resumes, applications, correspondence, references and other material from students applying for positions in the department. All applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant, are exempt from public inspection and copying (RCW 42.56.250).

Official copy held by: Hiring department.

Retention:

Termination of employment + 10 years

Note: Generally included in personnel file.

Disposition:

Hiring department: Destroy
 

GS 03012.010

Employment Applications—Student Positions/Not Hired (Official Copy).
May include resumes, applications, correspondence, references and other material from students applying for positions in the department. Note: All applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant, are exempt from public inspection and copying (reference RCW 42.56.250)

Official copy held by: Hiring department.

Retention:

Position Filled + 3 years
 

Disposition:

Hiring department: Destroy
 

76-2-16762

Faculty Personnel Records (Official Copy).
Updated vita, annual reports submitted to the dean; copies of all communications with the faculty member regarding appointment & terms of contract, chairperson's annual letters of evaluation of non- tenured faculty; letters of commendation or criticism.

Official copy held by: Provost's Office: Personnel Records.

Retention:

Termination of Employment + 60 years
 

Disposition:

Provost's Office: Personnel Records: Transfer to Archives for selection and historical preservation
 

GS 03030.011

Leave Request, Departmental, Classified and Professional Staff (Official Copy).
To request department supervisor’s approval for vacation or sick leave, personal holidays and compensatory time.

Official copy held by: Any department.

Retention:

Fiscal Year + 6 years
 

Disposition:

Any department: Destroy
 

14-09-68651

Leave Request, Human Resources, Faculty, and Professional and Classified Staff (Official Copy).
To request advance approval for leave without pay, or military, civil, bereavement or extended sick leave.

Official copy held by: Payroll Services.

Retention:

Termination of employment + 20 years
 

Disposition:

Payroll Services: Destroy
 

14-09-68649

Leave Request, Human Resources, Faculty, and Professional and Classified Staff (Official Copy).
To request advance approval for leave without pay, or military, civil, bereavement or extended sick leave.

Official copy held by: Human Resources.

Retention:

Termination of employment + 50 years
 

Disposition:

Human Resources: Destroy
 

14-09-68650

Leave Request, Human Resources, Faculty, and Professional and Classified Staff (Secondary Copies).
To request advance approval for leave without pay, or military, civil, bereavement or extended sick leave.

Applies to secondary copy held by any office.

Retention:

Calendar year + 3 years
 

Disposition:

Any office: Destroy
 

GS 50005.043

Leave, Monthly Report by Leave Type and Usage (Official Copy).
Provides a record of annual, sick and other leave and compensatory time accrued and taken and personal holidays of classified staff. Includes previous month’s totals and current year to date and the employee’s current accrual rate.

Official copy held by: Human Resources.

Retention:

No longer needed for agency business + 0 months
 

Disposition:

Human Resources: Destroy
 

GS 50005.044

Leave, Monthly Report by Leave Type and Usage (Secondary Copies).
Provides a record of annual, sick and other leave and compensatory time accrued and taken and personal holidays of classified staff. Includes previous month’s totals and current year to date and the employee’s current accrual rate.

Applies to secondary copy held by any office.

Retention:

No longer needed for agency business + 0 months
 

Disposition:

Any office: Destroy
 

14-09-68658

Payroll Authorized Signatures List (Official Copy).
Indicates person(s) designated by each department to sign various payroll forms.

Official copy held by: Payroll Services.

Retention:

Superseded + 6 years
 

Disposition:

Payroll Services: Destroy
 

14-09-68659

Payroll Authorized Signatures List (Secondary Copies).
Indicates person(s) designated by each department to sign various payroll forms.

Applies to secondary copy held by any office.

Retention:

Superseded + 0 months
 

Disposition:

Any office: Destroy
 

14-09-68660

Personnel Records, Faculty (Secondary Copies).
Includes updated vita, annual reports as submitted to the dean; copies of all communications with the faculty member regarding appointment and terms of contract, the chairperson's annual letters of evaluation of non-tenured faculty; correspondence related to personnel actions. Provides an official employment record for academic faculty.

Applies to secondary copy held by any office.

Retention:

Termination of employment + 3 years

Note: Provost Office: Faculty Personnel Records holds the official copy of these records.

Disposition:

Appropriate Dean or Department: Destroy
 

14-09-68662

Personnel Records, Temporary Employees (Secondary Copies).
Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation, and related correspondence. Provides an employment record for temporary faculty, classified and professional staff, and graduate assistants.

Applies to secondary copy held by any office.

Retention:

Termination of employment + 3 years

Note: Human Resources holds the official copy of these records.

Disposition:

Hiring office: Destroy
 

14-09-68663

Personnel/Benefit Records, Classified Staff Employees (Secondary Copies).
Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation and related correspondence; insurance and retirement benefit records, and other material related to employment history. Maintained as an employment record documenting position held, status, attendance, leaves, enrollment in insurance and retirement programs, and other related records as may be necessary for the administration of regulations.

Applies to secondary copy held by any office.

Retention:

Termination of employment + 3 years

Note: Human Resources holds the official copy of these records.

Disposition:

Hiring office: Destroy
 

14-09-68664

Personnel/Benefit Records, Professional Staff Employees (Secondary Copies).
Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation and related correspondence, insurance and retirement benefit records, and other material related to employment history. Maintained as an employment record documenting position held, status, attendance, leaves, enrollment in insurance and retirement programs, and other related records as may be necessary for the administration of regulations.

Applies to secondary copy held by any office.

Retention:

Termination of employment + 3 years

Note: Human Resources holds the official copy of these records.

Disposition:

Hiring Office: Destroy
 

GS 03030.009

Release Time Request Form (Official Copy).
Includes name, department, date, purpose and location of training, amount of release time required. Signed by employee and supervisor. Form required for use by classified staff employee released from normal working duties and compensated at regular pay while participating in training programs. Provides a record of release time hours for permanent classified staff.

Official copy held by: Human Resources.

Retention:

Fiscal Year + 6 years
 

Disposition:

Human Resources: Destroy
 

GS 50005.046

Release Time Request Form (Secondary Copies).
Form used by classified staff to request release time from normal working duties for purposes of training and staff development. Form contains supervisor approval/denial. Release time is monitored by supervisor for the current year.

Applies to secondary copy held by any office.

Retention:

No longer needed for agency business + 0 months
 

Disposition:

Appropriate Supervisor: Destroy
 

GS 03012.006

Search Committee Records: Positions of Faculty, Professional, and Classified Staff, Not Including President, Vice- President, Dean or Director (Official Copy).
Resumes, applications and other documents from applicants and search committees pertaining to selection of faculty, professional, and classified staff for both hired and non-hired positions. Note: All applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant, are exempt from public inspection and copying (reference RCW 42.56.250)

Official copy held by: Office conducting search.

Retention:

Position Filled + 3 years
 

Disposition:

Office conducting search: Destroy
 

GS 03012.005

Search Committee Records: Positions of President, Vice-President, Dean and Director (Official Copy).
Resumes, applications and other documents from applicants and search committees pertaining to selection of President, Vice-President, Dean or Director for both hired and non-hired applicants. Note: All applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant, are exempt from public inspection and copying (reference RCW 42.56.250)

Official copy held by: Office conducting search.

Retention:

Position Filled + 3 years

Note: Administrative records of searches for President, Vice-President, Dean, and Director are archival. Remove all application and evaluative materials before transferring these search committee records to archives. Applications and evaluative materials must be kept for the 3 year retention period.

Disposition:

Office conducting search: Transfer to Archives for selection and historical preservation
 

GS 22002.001

Staff Training and Development Records (Official Copy).
Used to maintain a record of staff participation in training workshops, seminars, conferences and staff development meetings.

Official copy held by: Any office.

Retention:

Application for Course + 3 years
 

Disposition:

Any office: Destroy
 

GS 50005.048

Student Authorized Earnings by Department Report (Secondary Copies).
Used to monitor earnings of students receiving aid through federal and state work-study programs.

Applies to secondary copy held by any office.

Retention:

No longer needed for agency business + 0 months
 

Disposition:

Any office: Destroy
 

14-09-68680

Student Employee Information Form (Official Copy).
Includes personal student information, job information, including rate of pay, and student signature verifying that he/she has read and understood the information in the Student Employment Guide and accepted the terms of employment as stated.

Official copy held by: Hiring Department.

Retention:

Fiscal year + 6 years
 

Disposition:

Hiring Department: Destroy
 

14-09-68685

Tenure and Promotion Files (Official Copy).
Includes faculty evaluations of individual applicants for tenure and/or promotion, reports, merit increases, professional leaves, teaching awards and other faculty awards and honors, correspondence and other materials from college departments and committees that provide support documentation for recommendations made by the Dean to the Provost.

Official copy held by: Appropriate Dean.

Retention:

Fiscal year + 6 years
 

Disposition:

Appropriate Dean: Destroy
 

GS 50005.045

Tenure and Promotion Files (Secondary Copies).
Includes faculty evaluations of individual applicants for tenure and/or promotion, reports, merit increases, professional leaves, teaching awards and other faculty awards and honors, correspondence and other materials from college departments and committees that provide support documentation for recommendations made by the Dean to the Provost.

Applies to secondary copy held by any office.

Retention:

No longer needed for agency business + 0 months
 

Disposition:

Provost/Academic Department: Destroy
 

GS 03022.001

Unsolicited Employment Applications (Not Hired) (Official Copy).
May include resumes, applications, correspondence, and other documents pertaining to unsolicited requests for employment not related to recruitment searches for specific positions.

Official copy held by: Any office.

Retention:

Date of Document + 6 months
 

Disposition:

Any office: Destroy
 

GS 03017.002

Volunteer's Hourly Time Record (Official Copy).
Hourly time record completed by volunteer and signed by authorizing departmental employee. Used to register volunteers, authorize services performed, and provide number of service hours. Total number of service hours reported to Human Resources monthly for submittal to Department of Labor and Industries for medical aid benefits and premium assessment.

Official copy held by: Any Office.

Retention:

Calendar year + 6 years
 

Disposition:

Any Office: Destroy
 

 

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