Board of Education. Office of Education. Office of Human Resource
12825--Recruitment files12826--Publications
12832--Position descriptions
12833--Position change requests and authorizations
12834--Schedule six position control reports
12835--Adverse action files
12836--Grievance/appeal files
12837--Equal Employment Opportunity discrimination complaint case files
12838--Conflict of interest files
12840--Employee service awards
12842--Employee record cards
12843--Equal Employment Opportunity files
12844--Human resource management rules
27385--Adverse action files
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12825
TITLE: Recruitment files
DATES: 1988-
ARRANGEMENT: Chronological by recruitment dates, thereunder alphabetical by applicant name
DESCRIPTION: These files contain documentation of the recruiting efforts of the Utah State Office of Education. They include the authorization and announcement in addition to the applications received from individuals, a register of applicants, certification of applicants by the Department of Human Resource Management, and rejection or offer letters. Applications for employment include name; address; phone number; social security number; employment history, including hours worked, duties, title, supervisor, dates of employment, and reason for leaving each previous job; and educational history, including dates of attendance, major(s), degree(s) awarded, and transcripts for all postsecondary schools attended. Applications and other documents relating to the person hired are transferred to begin a personnel file (series 3616) for that individual.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 08/1996
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.
APPRAISAL
Administrative Legal
This disposition is based on 29 CFR 32.49 (1993) which says that these records must be maintained at least three years because of possible actions of discrimination.
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. Applicant's home address and phone numbers; social security number [UCA 63G-2-302(1)(e) (2008)] and transcripts, excluding degrees awarded [UCA 63G-2-302(2)(d) (2008)]
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12826
TITLE: Publications
DATES: 1989-
ARRANGEMENT: Chronological
DESCRIPTION: Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006)
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 10/18/1993
FORMAT MANAGEMENT
Paper: Retain in Office until publication and then transfer to State Archives with authority to weed.
Paper copy: Retain in Office until administrative need ends and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12832
TITLE: Position descriptions
DATES: 1992-
ARRANGEMENT: Alphabetical by job title
DESCRIPTION: These records describe established positions within the Utah State Office of Education. The information in these files includes title, series, grade, duties, responsibilities, and physical requirements for the job.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years or until superseded or obsolete and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12833
TITLE: Position change requests and authorizations
DATES: 1988-
ARRANGEMENT: Chronological by request date
DESCRIPTION: Changes in actual job responsibilities or workload can result in a change in a job classification. In order to change a classification, authorization must be gained from the Department of Human Resource Management (DHRM). In order to secure this authorization, a DHRM-9 form must be filed along with a position description (series 12832) and an organizational chart. The DHRM-9 includes the identification and address of the requesting agency, action requested to be taken, authorizing signatures for the agency, authorizing signatures for DHRM, funding sources impacted, and the effective date of the change. All of these documents are included in this series. Though not required, letters from supervisors may be included in addition to the foregoing documents.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 07/17/2020
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12834
TITLE: Schedule six position control reports
DATES: 1985-
ARRANGEMENT: Chronological by date received from Division of Finance
DESCRIPTION: This report is received semi-monthly from the Division of Finance, which maintains the record copy. The report shows the following information for each employee:__whole or fraction of full-time employee (FTE), position control number, title code, schedule, title, range salary budget, year-to-date costs, class code, Fair Labor Standards Act status, actual range and step, hourly rate, social security number, name, next performance evaluation date, and an equal employment opportunity code indicating race.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 10/20/1993
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. Social Security number [UCA 63G-2-302(1)(e) (2008)]; performance evaluation dates and race [UCA 63G-2-302(2)(a) (2008)]
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12835
TITLE: Adverse action files
DATES: 1984-
ARRANGEMENT: Alphabetical by type of action, thereunder chronological by year, thereunder alphabetical by employee surname
DESCRIPTION: These files include copies of the proposed action with supporting documents which may include statements of witnesses, employee's replies to charges, hearing notices, reports, decisions of administrative hearings, reversals of action, and appeals. These files are interfiled with Equal Employment Opportunity discrimination complaint case files (series 12837) and Grievance/appeal files (series 12836).
RETENTION
Retain for 3 year(s) after resolution of issue
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Grievance records, GRS-1967
AUTHORIZED: 07/29/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after resolution and then destroy.
APPRAISAL
Administrative Legal
legal appraisal based on litigation and actions against employees
PRIMARY DESIGNATION
Private. UCA 63G-2-302(1)(e), (2)(a), (2)(d) (2008)
SECONDARY DESIGNATION
Public. Nature of charges and disciplinary action taken if charges were upheld and all appeal deadlines have passed [UCA 63G-2-301(2)(o) (2008)]
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12836
TITLE: Grievance/appeal files
DATES: 1984-
ARRANGEMENT: Alphabetical by type, thereunder chronological by year, thereunder alphabetical by employee surname.
DESCRIPTION: These files include complaints filed by employees as grievances against the Utah State Office of Education. The case files may include any or all of the following documents:__employee and witness statements, reports or transcripts of hearings or interviews, examiner's findings and recommendations, exhibits, and requests for reconsideration. These files are interfiled with Adverse action files (series 12835) and Equal Employment Opportunity discrimination complaint files (series 12837).
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Grievance records, GRS-1967
AUTHORIZED: 07/29/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private. UCA 63G-2-302(1)(e), (2)(a), (2)(d) (2008)
SECONDARY DESIGNATION
Public. Nature of charges and disciplinary action taken if charges were upheld and all appeal deadlines have passed [UCA 63G-2-301(2)(o) (2008)]
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12837
TITLE: Equal Employment Opportunity discrimination complaint case files
DATES: 1984-
ARRANGEMENT: Alphabetical by type, thereunder chronological by year, thereunder alphabetical by employee surname
DESCRIPTION: These files include those complaints filed by employees alleging illegal discrimination. The case files may include any or all of the following documents:__employee statements, witness statements, reports or transcripts of hearings or interviews, examiner's findings and recommendations, exhibits, and requests for reconsideration. These files are interfiled with Adverse action files (series 12835) and Grievance/appeal files (series 12836).
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Complaint investigation files, GRS-1969
AUTHORIZED: 07/20/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private. UCA 63G-2-302(1)(e), (2)(a), (2)(d) (2008)
SECONDARY DESIGNATION
Public. Nature of charges, if made, and disciplinary action taken if charges were upheld and all appeal deadlines have passed [UCA 63G-2-301(2)(o) (2008)]
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12838
TITLE: Conflict of interest files
DATES: 1993-
ARRANGEMENT: Chronological by date received
DESCRIPTION: These files contain letters from employees who hold second jobs outside of the Utah State Office of Education (USOE). These letters are assurances that there is no conflict of interest between the two jobs which the employee has and that work performance at USOE will not suffer as a result of the second job.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 10/20/1993
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years or until superseded and then transfer to personnel file.
APPRAISAL
PRIMARY DESIGNATION
Private. UCA 63G-2-302(1)(e), (2)(d) (2008)
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12840
TITLE: Employee service awards
DATES: 1990-
ARRANGEMENT: Chronological by year, thereunder alphabetical by employee surname
DESCRIPTION: These records document service awards given to employees for the years they have worked for the State of Utah. Awards are given every five years. These records include the dates of service and savings bond order form.
RETENTION
Retain until final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in Office until made part of agency personnel file and then destroy provided retention of personnel file has been met.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12842
TITLE: Employee record cards
DATES: ca._1960-
ARRANGEMENT: Alphabetical by employee surname
DESCRIPTION: This record series is composed of cards which show the employee's name, current address, and salary history. Upon separation, the cards are transferred to a separate alphabetical sequence. The cards are used as a quick reference guide for Human Resources personnel.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 06/1994
FORMAT MANAGEMENT
Paper: Retain in Office for 65 years or until administrative need ends and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency.
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. Home address [UCA 63G-2-302(1)(e) (2008)]
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12843
TITLE: Equal Employment Opportunity files
DATES: 1992-
ARRANGEMENT: Alphabetical by job title, thereunder chronological by date application was received
DESCRIPTION: This series is composed of the employment application pages which indicate the name, address, social security number, date of application, title for which applied, grade for which applied, gender, age, and ethnic group of applicants for Education jobs.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private. UCA 63G-2-302(1)(e), (2)(a), (2)(d)]
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 12844
TITLE: Human resource management rules
DATES: 1989-
ARRANGEMENT: Chronological by year received
DESCRIPTION: This series includes policy statements from the Department of Human Resource Management (DHRM) which are to guide Human Resource Management practices throughout the Utah state government. Also included are Utah State Office of Education internal policies. These policies may appear as manuals or occasional releases from DHRM.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
Paper copy: Retain in Office until superseded and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Board of Education. Office of Education. Office of Human Resource
SERIES: 27385
TITLE: Adverse action files
DATES: 1997-
ARRANGEMENT: alphabetical
DESCRIPTION: Case files and related records created in reviewing an adverse action (disciplinary or non-disciplinary separation, suspension without pay, reduction in force) against the employee. The file includes a copy of the proposed adverse action with supporting papers; statements of witnesses; employee's reply; hearing notices, reports, and decisions; reversal of action; and appeal of records.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Grievance records, GRS-1967
AUTHORIZED: 07/29/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Private