Revised: August 22, 2003
Original Number: 111
Original Date of Issue: February 26, 1980
Federal regulations require that any personnel or
employment record (including but not limited to application form, resumes
submitted by the applicant and other records having to do with hiring,
promotion, tenure, demotion, transfer, layoff, or termination, rate of pay, or
other term of condensation and selection of training), made or kept by an
institution, shall be preserved for a period of two years from the date of the
ranking of the personnel action or record involved, whichever occurs
later. In brief, unsuccessful
applicants' resumes or applications must be kept for two years. Records of terminated employees must be kept
for two years from date of termination.
When a charge of discrimination has been filed or a
civil action brought, all records must be kept until there is a final
disposition of the charge. Such records
shall include those relating to other persons holding positions similar to the
one sought by the person claiming to be aggrieved. Included in this latter category are
applications or test papers completed by all other candidates, successful or
unsuccessful, for the position for which the person claiming to be aggrieved
applied and was rejected.
Any questions you have regarding this policy should be
directed to the Office of Human Resources.