Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Education. Office of Human Resource

12825--Recruitment files
12826--Publications
12831--Personnel files for temporary employees
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
12845--Position classification survey studies
27385--Adverse action files
3616--Personnel files (permanent employees)

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
ANNUAL ACCUMULATION: 6.00 cubic feet.

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 4 years.

DISPOSITION

Destroy.

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
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This record series contains the following publications:__Employee Orientation Resource Book (1989), School District Compensation Survey (1990), Human Resource Management Laws and Regulations, and State Office of Education Administrator Survey (1991-).

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Office of Human Resource

SERIES: 12831
TITLE: Personnel files for temporary employees
DATES: 1990-
ARRANGEMENT: Alphabetical by employee surname, thereunder reverse chronological by pay period dates

DESCRIPTION: The Utah State Office of Education maintains personnel files on temporary employees which include the time sheets for the employees and the Position Authorization Form which allowed the position to be created. The time sheets include the name, social security number, department, and division of the employee; employee home address, birth date, hourly pay rate, and employment date; low organization and task numbers; total regular and overtime hours; ending date of pay period; number of overtime and regular hours worked on a daily basis; employee and supervisor signature; and department head authorization. Position Authorization Forms show the name of the person requesting creation of the position, proposed grade and title for the position, reason for creation, name of supervisor, method of recruitment, and any special requirements for the position.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after separation and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 3.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(e) (2008)

SECONDARY DESIGNATION

Public. Employee name, gender, and employment date; total hours worked in the pay period; and entire Position Authorization Form


AGENCY: Board of Education. Office of Education. Office of Human Resource

SERIES: 12832
TITLE: Position descriptions
DATES: 1992-
ARRANGEMENT: Alphabetical by job title
ANNUAL ACCUMULATION: 0.40 cubic feet.

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded or obsolete and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 42.

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
ANNUAL ACCUMULATION: 0.70 cubic feet.

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 37.

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
ANNUAL ACCUMULATION: 0.50 cubic feet.

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 22.

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
ANNUAL ACCUMULATION: 0.50 cubic feet.

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 15.

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
ANNUAL ACCUMULATION: 0.20 cubic feet.

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 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 15.

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
ANNUAL ACCUMULATION: 0.20 cubic feet.

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 15.

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
ANNUAL ACCUMULATION: 0.10 cubic feet.

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years or until superseded and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 6.

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
ANNUAL ACCUMULATION: 0.10 cubic feet.

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

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 27.

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
ANNUAL ACCUMULATION: 0.50 cubic feet.

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after separation 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
ANNUAL ACCUMULATION: 0.40 cubic feet.

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 16.

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
ANNUAL ACCUMULATION: 0.40 cubic feet.

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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Paper copy: Retain in Office until superseded and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Office of Human Resource

SERIES: 12845
TITLE: Position classification survey studies
DATES: ca._1960-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These records include data on job duties, grade levels, and classifications for different positions within the Utah State Office of Education. The reports are prepared by the Department of Human Resource Management, which maintains the record copy.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 41.

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 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 1.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Education. Office of Human Resource

SERIES: 3616
TITLE: Personnel files (permanent employees)
DATES: 1896-
ARRANGEMENT: Grouped by current or former employees, thereunder alphabetical by employee surname
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: Complete work history of individual while employed by the state. Refer to UCA 67-18-1, et seq. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. File should include current information on performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' Social Security card (copy), Notice of personnel action (DHRM 33), Human resource profile/events (DHRM 34), Termination form (DHRM 35), Employment eligibility verification form, Exit interview form, and New employee orientation self-guide.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after separation of employee and then transfer to State Records Center. Retain in State Records Center for 63 years and then destroy.

Microfilm master: Retain in Office for 2 years after retirement or separation of employee and then transfer to State Records Center. Retain in State Records Center for 63 years and then destroy.

APPRAISAL

Administrative Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 1.

The personnel files document employment and eligibility for benefits.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(e), (2)(a) (2008)

SECONDARY DESIGNATION

Public. Name, gender, gross compensation, title, job description, work address and phone number, number of hours worked per pay period, dates of employment, relevant education, and previous employment