See Schedule 15 Compliance with Regulatory Requirements.

See also Schedule 7 Agreements and Contracts.

Individual employment contracts or where contracts or agreements are not in writing, a written memorandum summarizing the terms.

Retention: 3 years after expiration [29 CFR 516.5]

See Schedule 15 Compliance with Regulatory Requirements.

Records pertaining to fringe benefits, insurance coverage and benefit plans for employees.

Records showing covered employees, their spouses and dependents have received written notice of continuing group health insurance and COBRA¹⁵ rights, and whether the covered employees, spouses and dependents elected or rejected coverage.

Retention: 3 years + current¹⁶

Documentation relating to employee health, dental, vision and other insurance plans; Social Security, pension, deferred compensation, Individual Retirement Accounts, money purchase plans, retirement and similar plans; including a benefit plan description and/or a summary benefit plan description.

Records providing the basis for all required plan descriptions and reports necessary to certify the information, including vouchers, worksheets, receipts, applicable resolutions.

Retention: Not less than 6 years after filing date of documents [29 USC 1027 and 29 CFR 2520]

Retention: 6 years + current after term expires

Records relating to the school district's compliance with Title VII of the Civil Rights Act [29 CFR 1602].

See Schedule 15 Physical and Medical Records.

See Schedule 15 Benefits – Group Health Insurance – Continuation of Coverage.

See Schedule 15 Physical and Medical Records.

See Schedule 15 Physical and Medical Records.

Documentation of an individual employee's work history, including information regarding active and terminated employees maintained because of the employer-employee relationship, such as records pertaining to age, address, telephone number and social security number; notices of appointment; tuition reimbursement; classification questionnaires; commendations; disciplinary and personnel actions relating to the employee, including hiring, evaluation, demotion, promotion and termination of school employees; letters of commendation; letters of resignation; emergency notification forms; oaths of office; job-related training documentation; performance evaluations; salary documentation; selection of benefit plans, etc. [CRS 24-72-202(4.5)]. See also other employee and personnel records listed elsewhere in Schedule 15.

Duplicate Copies: Transfer to custodian of record copy upon termination of employment.

Records and documentation relating to employment of temporary and seasonal employees, except for payroll and fiscal information.

See Schedule 5 Accounts Payable Records.

See Schedule 15 Payroll Records.

Records of personnel grievances filed by employees.

See also Schedule 15 Physical and Medical Records and Workers' Compensation.

Records of any personal or environmental monitoring of exposure to hazardous materials, lead and asbestos, chemicals, toxic substances, noise, dust, heat, cold, repetitive motion, blood-borne pathogens, biological agents, bacteria, virus, fungus, radiation, or other dangerous work-related conditions.

Retention: 6 years from date of creation of the record

Employers must have a MSDS on file for each hazardous chemical they receive and use and ensure copies are readily accessible to employees in their work area. Employer must keep records of chemicals used, where they were used and for how long [29 CFR 1910.1200].

See Schedule 7 Committees – Internal.

See Schedule 7 Policies and Procedures Documentation.

Manuals, handbooks and similar documentation of safety training provided to employees.

Record of verification of citizenship and eligibility to work in the United States, including verification documentation that establishes identity and eligibility (Immigration and Naturalization Services Form I-9, Employment Eligibility Verification Form); applies to all employees hired after November 6, 1986.

Retention: 3 years from date of hire or 1 year after separation, whichever is later [8 CFR 274a.2]

See Schedule 15 Benefits and Schedule 5 Insurance Records.

Advertisements and announcements regarding job openings, promotions, training programs or overtime work.

Retention: 1 year + current [29 CFR 1627.3]

Applications, resumes and supporting documentation and other replies to job advertisements, including applications for temporary positions.

Retention: 2 years from the date record was made or human resource action was taken, whichever is later [29 CFR 1627.4, 29 CFR 1602.14]

Applications, resumes and supporting documentation submitted for school employment by individuals not hired.

Retention: 2 years from the date of the making of the record or the personnel action involved, whichever occurs later [29 CFR 1602.31]

Tests administered by the school disdrict in connection with screening job applicants to determine aptitude or skills.

Retention: 2 years + current from the date of making record or action, whichever occurs last [29 CFR 1627.3 and 29 CFR 1607.4]

Written descriptions of duties performed, qualifications and physical requirements for school positions.

Retention: 2 years + current

Retention: Until administrative need ends

Oaths of office taken by appointed school officials [CRS 31-4-401].

Note: The basis on which wages are paid must be documented in sufficient detail to permit calculation for each pay period including benefits and prerequisites. The records may include payment of wages, wage rates, job evaluations, merit and incentive programs and seniority systems. The basic reason for these records is to give the Wage-Hour Division an indication on whether or not sex discrimination exists.

Retention: 3 years [29 CFR 516.5]

Retention: 1 year after superseded²¹

Retention: 1 year + current

Report related to individual employee.

Retention: 10 years after separation

Documentation of requests and court orders served on the school district to withhold the wages of employees for garnishments, tax levies, support payments and other reasons.

See Compensation Plans above.

Records of collection, distribution, deposit and transmittal of federal and state income taxes, including federal miscellaneous income statements (1099), request for taxpayer identification number and certificate (W-9), employer's quarterly federal tax return (941, 941E) and other similar federal and state forms.

Retention: 5 years + current

Documentation of the earnings, voluntary and required deductions and withholdings of school employees.

Retention: Permanent

Studies and surveys conducted by the school district or its agents to gather comparative salary information for school positions in comparable organizations.

All basic time and earnings cards or sheets and work production sheets of individuals where all or part of the employee's earnings are determined.

Retention: 5 years + current [CRS 8-72-107]²²

All tables or schedules (from their last effective date) of the employer which provide the piece rates or other rates used in computing straight-time earnings, wages, or salary, or overtime pay computation.

Retention: 2 years; however the Department of Labor may request records back 3 years [29 CFR 516.6]

Annual wage and tax statements documenting individual employee earnings and withholdings for state and federal income taxes and social security tax.

Withholding allowance certificates documenting exemption status of individual school district employees.

Reports by actuaries concerning the financial soundness of a pension plan.

Retention: Permanent

Records of applications for pensions, determinations regarding award of pensions and actuarial calculations for the pension.

See Schedule 15 Benefits – Benefit Plans.

Records documenting an individual employee's work-related medical history [29 CFR 1630.14]. Note: These records are not personnel records and must be kept physically separate from employee personnel records in a separate location as required by the Americans with Disabilities Act. See also Schedule 15 Health and Safety Records.

Records required to be retained under Age Discrimination in Employment Act (ADEA) and Americans with Disabilities Act (ADA) containing results of physical examinations considered in connection with personnel actions.

Records required to be retained under Family and Medical Leave Act (FMLA); includes an FMLA leave request relating to medical certifications, recertification or medical histories of employees or employees' family members. These records shall be maintained in separate files/records and be treated as confidential medical records, except that supervisors and managers may be informed regarding necessary restrictions and accommodations, not the nature of the condition, first aid and safety personnel may be informed (when appropriate) if the employee may/might require emergency treatment, and government officials investigating compliance with FMLA shall be provided relevant information.

Records required under Occupational Safety and Health Act (OSHA), including complete and accurate records of all medical examinations required by OSHA law. Note: These records may be retained by the medical provider.

Retention: Duration of employment + 30 years, unless a specific OSHA standard provides a different time period [29 CFR 1910.1020]

Handbooks, manuals, directives and other written statements or summaries of policies and procedures governing personnel and human resource matters pertaining to employment with the school district.

Retention: Until updated, except retain permanently all documentation that would be useful in establishing past policies or procedures in settling personnel disputes

Guidelines for recruitment and interviewing processes for hiring of school employees.

See Schedule 7 Legislation and Regulatory Actions.

See Schedule 15 Pension Records and Payroll Records.

See Schedule 15 Health and Safety Records.

Facsimile signature certificates for the superintendent and treasurer that are filed with the Secretary of State's office for authentication and verification of the signature of the official on school district documents.

Retention: 1 year after end of employment

See Schedule 15 Benefits – Benefit Plans.

See Schedule 15 Job Records.

Information presented to orient new employees regarding policies and procedures.

Reports and claim records for unemployment insurance payments.

Records documenting work performed for the school district by citizens without compensation for their services.

Retention: 3 years after separation

Injury reports and supplemental reports and claim records for workers' compensation.