Career Service Review Office
9144--Employee grievance files9145--Executive correspondence
9146--Legal decision case files
9147--Annual reports
9148--Guides for employees and employers
9149--Career service review board minutes
9150--Grievance procedure rules
12591--Personnel files
12593--Leave applications
12594--Leave record
14769--Grievance files documentation
22398--Grievance and appeal procedures manuals
AGENCY: Career Service Review Office
SERIES: 9144
TITLE: Employee grievance files
DATES: 1986-
ARRANGEMENT: Chronological, thereunder alphabetical by name.
DESCRIPTION: Records originating with the review of grievance and appeals raised by agency employees, except Equal Employment Opportunity (EEO) complaints. These case files include statements of witnesses, reports of interviews and hearings, examiner's findings and recommendations, exhibits, and records relating to a reconsideration request.
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 Legal
The Employee Grievance file itself is not for public scrutiny. The office does prepare an Annual Report, however, which provides limited information to the reader. The report gives type of grievances filed, the agency involved, the level of resolution, and final disposition.
PRIMARY DESIGNATION
Private
AGENCY: Career Service Review Office
SERIES: 9145
TITLE: Executive correspondence
DATES: 1986-
ARRANGEMENT: Chronological
DESCRIPTION: These are records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures and achievements.
RETENTION
Permanent. Retain for 5 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/1989
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
Executive correspondence has been dealt with in the General Schedule.
PRIMARY DESIGNATION
Public
AGENCY: Career Service Review Office
SERIES: 9146
TITLE: Legal decision case files
DATES: 1978-
ARRANGEMENT: Alphanumerical by decision number
DESCRIPTION: This file is the legal documentation of hearings and appeals that are filed by State employees or departments and contains only the decision information. It includes the decisions of the Hearing Officer, orders of the Career Service Review Board, appeals and motions, and mailing certificates which indicate when information was sent and to whom it was sent. The office has just recently purchased a computer system and will be putting all decisions into a data file for in-office research capabilities.
RETENTION
Permanent. Retain for 25 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/1989
FORMAT MANAGEMENT
Paper: Retain in Office for 25 years and then transfer to State Archives with authority to weed.
Computer data files: Retain in Office permanently.
APPRAISAL
Administrative Legal
These records are used for research by the public as to what decisions have been reached in the past. All Step 6 level decisions are available in the Law Library.
PRIMARY DESIGNATION
Public
AGENCY: Career Service Review Office
SERIES: 9147
TITLE: Annual reports
DATES: 1979-
ARRANGEMENT: Chronological.
DESCRIPTION: These reports contains information pertaining to the types and numbers of grievances submitted, the agencies involved, levels of resolution, appeals, disciplinary actions, grievance issues, jurisdictional hearings, judicial review and summary of activities. The report is compiled from the Employee Grievance Files and the information is presented primarily through charts and graphs.
RETENTION
Permanent. Retain for 10 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/1989
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then transfer to State Archives.
APPRAISAL
Administrative Historical
Disposition based on value in documenting the achievements, process and functions of the agency.
PRIMARY DESIGNATION
Public
AGENCY: Career Service Review Office
SERIES: 9148
TITLE: Guides for employees and employers
DATES: 1986-
ARRANGEMENT: Alphabetical by publication title.
DESCRIPTION: There are several guides which are published and provided to career service employees and state agencies. These provide information on the Career Service Review Board's function and purpose and also basic information regarding employee relations. Examples of such guides are: "A Guide to Supervisor-Employee Relations in Utah State Government" and "A Guide to State Employees' Grievance Procedure".
RETENTION
Permanent. Retain until superseded
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/1989
FORMAT MANAGEMENT
Paper: Retain in Office until updated and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Career Service Review Office
SERIES: 9149
TITLE: Career service review board minutes
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These are records created by the Board, including agenda and minutes which document the accomplishments and activities of this official board.
RETENTION
Permanent. Retain for 5 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/1989
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
Stated in the Public and Private Writing Act in the Utah State Code 78-26 the classification is in agreement.
PRIMARY DESIGNATION
Public. All open session meeting minutes
SECONDARY DESIGNATION
Private. All closed session meeting minutes
AGENCY: Career Service Review Office
SERIES: 9150
TITLE: Grievance procedure rules
DATES: 1987-
ARRANGEMENT: Chronological
DESCRIPTION: These are rules which are updated to reflect the changes that may occur in the Utah Code. This publication includes rules and their titles, definition of terms and appendices which discuss time frames and a glossary. This information is given to any employee, employer, or other interested party and is taken from the Utah Code and the Administrative Rules.
RETENTION
Retain until superseded
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/1989
FORMAT MANAGEMENT
Paper: Retain in Office until updated and then destroy.
APPRAISAL
Administrative Legal
AGENCY: Career Service Review Office
SERIES: 12591
TITLE: Personnel files
DATES: 1980-
ARRANGEMENT: Alphabetical by employee name
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, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports.
RETENTION
Retain for 65 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 09/22/1993
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years after employee terminates employment and then transfer to State Records Center. Retain in State Records Center for 63 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private. UCA 63G-2-302 (1)(e) (2008)
SECONDARY DESIGNATION
Public. UCA 63G-2-301 (1)(b) (2008)
AGENCY: Career Service Review Office
SERIES: 12593
TITLE: Leave applications
DATES: 1989-
ARRANGEMENT: Chronological.
DESCRIPTION: Applications for leave and supporting papers relating to request for and approval of employee leave.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Timekeeping records, GRS-1902
AUTHORIZED: 07/29/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Private
AGENCY: Career Service Review Office
SERIES: 12594
TITLE: Leave record
DATES: 1989-
ARRANGEMENT: Alphabetical by employee name
DESCRIPTION: This series documents the type and amount or number of hours taken by an employee during a calendar year. The function of the series is to provide payroll and accounting information. After the leave records are signed by the employee and supervisor, they are maintained in the official personnel file, series 12591.
RETENTION
Retain until final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 07/1990
FORMAT MANAGEMENT
Paper: Retain in Office until report is signed and transferred to employee file.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA_63G-2-301_(1)(b)_(2008)
AGENCY: Career Service Review Office
SERIES: 14769
TITLE: Grievance files documentation
DATES: 1986-
ARRANGEMENT: Alphabetical by last name
DESCRIPTION: These are memos, correspondence, employee responses, hearing summaries and notices, notes, exhibits, witnesses statements, briefs, motions, pleadings, hearings, decisions, transcripts, internal office logs, and all documentation not sealed according to UCA 67-19a-408(6) that are used in the employee grievance process. Documentation is brought to the Career Service Review Board by the employee filing the grievance and continues to be created during the grievance process. After the grievance is resolved, this documentation is no longer needed. It is used in conjunction with Record Series 9144, employee grievance files.
RETENTION
Retain for 6 month(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 10/1995
FORMAT MANAGEMENT
Paper: Retain in Office for 6 months and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative need as stated by the agency.
PRIMARY DESIGNATION
Private. UCA 52-4-5 (1)(a)(i) Documentation relating to Steps 1 through 4 are private.
SECONDARY DESIGNATION
Public. Documentation relating to Steps 5 and 6 are public.
AGENCY: Career Service Review Office
SERIES: 22398
TITLE: Grievance and appeal procedures manuals
DATES: 1989-
ARRANGEMENT: Chronological.
DESCRIPTION: This manual contains information pertaining to statutory provisions, administrative rules, grievance and appeal procedures, review board, Government Records Access and Management Act (GRAMA), time frames, and glossary and are created for state employees filing grievances.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Program and policy development records, GRS-1717
AUTHORIZED: 04/10/2015
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
Disposition based on the value of these records in documenting agency policies, procedures, and function.
PRIMARY DESIGNATION
Public