VCOM Institutional Policy and Procedure Manual

VCOM Records Retention Schedule

Minimum Retention Period

(Paper

Repository

or Electronic)

Type of Record

Description

Disposition

Employment Records

Personnel records means any personnel records created and maintained by an employer and pertaining to an employee including and not limited to employment contracts, resumes/CV, job descriptions, certifications and licensure. Employee's I-9 employment eligibility verification form, supporting documents, and E-verify confirmation. Pre-employment records may include, but are not limited to, resumes/CV, employment applications, recommendation letter(s), background investigation results, reference check notes, and other related documents. Includes instructions to committee, advertising materials, applications, CVs/resumes, acceptance letters, interview schedules, interview candidate evaluation sheets, letters to applicants, correspondence with employment agencies, etc. Records for candidate that was selected should go in the employee's personnel file. Includes timesheets, time off from work forms, overtime and flex reports, vacation and sick leave reports, attendance records, Payroll Verification Reports, payroll checks, payroll history, payroll records, payroll register,s pay raise notifications, leave reports, commissions/bonuses/incentives/awards All forms used to authorize deductions from charitable organizations, banks/credit unions, unions dues, memberships, etc. Files of materials relating to the taking of medical or personal leaves, approvals, supporting documentation, employee provided medical records, and related correspondence. Beneficiary designations, employee deduction authorizations and enrollment forms. An audit of a 403(b) plan is a formal review of the plan’s financial statements and operations to ensure compliance with IRS regulations and the Employee Retirement Income Security Act (ERISA), if applicable. It typically involves examining plan records, participant data, contributions, distributions, and internal controls. Employee disciplinary documentation, including performance improvement plans (PIPs). Positions eliminated due to reorganization or lack of funds. Merit salary increases for faculty and staff, including submissions, recommendations, and allocations. Files include background checks, recommendations, etc. FARs, SARs, PIPs, and other related evalutions

Human Resources, Clinical Affairs, Medical Education

Employee Personnel Records

7 years after employment separation Date of hire + 3 years or date of termination + 1 year; whichever date is later. Not Hired Candidate(s) - Date search complete + 3 years Hired Candidate(s) - Destroy 7 years after employment separation

Confidential Destruction

Forms I-9

Human Resources

Confidential Destruction

Pre-Employment Records

Human Resources

Confidential Destruction

Search and Hiring Records

Human Resources

7 years after employment separation

Confidential Destruction

3 years for each semi-monthly payroll, 4 years of quarterly and annual registers and permanently maintain annual registers; time cards/sheets - document creation + 5 years

Employee Payroll Files

Human Resources

Confidential Destruction

7 years after employment separation

Payroll Deduction Authorizations

Human Resources

Confidential Destruction

Employee Leaves Records

Human Resources

7 years after employment separation

Confidential Destruction

Benefit Records

Human Resources

7 years after employment separation

Confidential Destruction

Audits of 403(b) Plans (new in 2009)

Human Resources

Permanent

Retain in Office

Human Resources, Various Departments Human Resources, Various Departments

Employee Performance Evaluations

7 years after employment separation

Confidential Destruction

Employee Disciplinary Records Abolishment/Termination/Layoff

7 years after employment separation 7 years after employment separation 7 years after employment separation Date of volunteerism + 6 years

Confidential Destruction Confidential Destruction Confidential Destruction Confidential Destruction

Human Resources

Employee Merit Files Volunteer Records

Human Resources Various Departments

Employee Required Training and Development Records

Human Resources, Various Departments

Records related to required employee training and development Americans With Disabilities Active compliance records

7 years after employment separation 7 years after employment separation

Confidential Destruction Confidential Destruction

Employee ADA Records

Human Resources

Admissions Records

Files of application materials including transcripts, scores, AACOMAS application, secondary application, background checks, personal statements, and other items submitted with the application packet

Matriculants - Permanent Matriculants - 3 years

Non

Admissions Records

Student Affairs, Registrar

Confidential Destruction

Denied individual applications to transfer to VCOM, with any relevant correspondence, admissions information, and decisions. Student Affairs

Transfer Files for Non-Accepted Applicants

1 year

Confidential Destruction

Accepted individual applications to transfer to VCOM, with any relevant correspondence, admissions information, and decisions. Student Affairs, Registrar

Transfer Files for Accepted Applicants

Permanent Permanent

Retain in Office Retain in Office

Admissions Committee Records

Meeting minutes

Student Affairs

May include brochures, catalogues, etc. dealing with admissions, programs, and scholarships

Recruitment Materials

Student Affairs

Until administrative need is satisfied

Confidential Destruction or Retain in Office

Behavioral Records

Honor Code and Professional Ethics Standards Board files Honor Code and Professional Ethics Standards Board resolution letter(s).

Student Affairs

Until graduation or separation from the college Confidential Destruction

HCC/PESB

HCC/PESB

Registrar

Permanent

Retain in Office