University Archives

Retention Schedules: Equity and Affirmative Action

Records Type

Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.

Affirmative Action plans

Agency Schedule Number: 012-112
Item No.: 3
Description: Reflects the university’s bi-annual plan and report to the State of Minnesota, Department of Management and Budget, regarding underutilization of underrepresented groups (ethnic groups and women); the President’s statement of commitment; the Equity & Affirmative Action Officer’s message; responsibilities for plan implementation; communication and dissemination of the Plan; complaint procedure; plan/program objectives; non-discrimination training; methods of auditing, evaluating and reporting program success; plans for veterans and individuals with disabilities; recruitment, retention and promotion plans; and goals, timetables and objectives for affirmative hiring within university units.
Confidential Information: No

Office of Record: Equity and Affirmative Action
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 6 years, then transfer to Archives for selection and disposition, provided no legal actions are pending.

Effective Date: June 2012
Revision Date: NA

Complaint files

Agency Schedule Number: 012-112
Item No.: 1
Description: This series documents issues/concerns/complaints of discrimination or harassment per the Minnesota State 1B.1 policy brought forward by faculty, staff or students that are resolved informally or via the Minnesota State 1B.1 policy and procedure. Complaints may pertain to equal opportunity or affirmative action issues; promotion and tenure issues (faculty); departmental issues; student conduct and other issues (student). May contain: complaint forms; notices of complaint to complainant and respondent and responses; informal discussion notes and copies of emails and other correspondence; formal interview notes including any supporting documentation; final summary statements; settlement agreements, appeals documentation and related records.
Confidential Information: Yes

Office of Record: Equity and Affirmative Action
Other Offices: Reference copies maintained by other units should be disposed of by shredding or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 5 years, then disposed by shredding.

Effective Date: June 2012
Revision Date: NA

Faculty and staff search files

Agency Schedule Number: 012-112
Item No.: 2
Description: Records document view of all stages of academic (faculty and administrator) hiring by the institution’s affirmative action office. Records may include but are not limited to position descriptions; approved Request to Hire form; Notice of Vacancy; Affirmative Action recruitment plan and copies of postings; applicant flow analysis; interview itineraries and questions; EEO data forms; contract requests to offer appointments; and related documentation and correspondence.
Confidential Information: Yes

Office of Record: Equity and Affirmative Action
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 years, then disposed by shredding.

Effective Date: June 2012
Revision Date: NA

Original Copy of Schedule as Approved by the State of Minnesota