Faculty Record Management
POLICY:
Faculty records management was developed in cooperation with the University Records Management Guidelines and utilized in conjunction with this general schedule to identify records that are unique to an office. When the expiration of a stated period of time is reached for records listed on a general schedule, the referenced records should either be discarded or reviewed by the University Archives. Guidelines for compliance and definitions of records are found in University Records Management.
PROCEDURE:
The University of Pittsburgh School of Nursing must collect and retain the following files, in accordance to the PA State Board of Nursing requirements.
Please also refer to School of Nursing Policy 428 - Evidence of Professional Nursing Licensure and Continuing Education Credits of Faculty Members, Staff and Volunteers – on how evidence is retained.
| School of Nursing Schedule for Faculty Records | Retention Period |
|---|---|
| Mandatory Continuing Education Credits - PA State Board of Nursing requires to be completed in accordance to renewing professional RN license |
A record of faculty completed continuing education credits for 5 years |
|
Nursing License and record of national certification verification - Office of Dean performs on-line verification of all licenses according to their scheduled expiration dates
Former employee nursing license |
Upon employment, faculty are notified that they must provide to the Office of the Dean either: 1) an original copy of the display portion of their current RN license, or 2) electronic verification copy printed from the PA State Board of Nursing website. This applies to all full-time, part-time, and adjunct faculty called upon to teach at the School of Nursing. [from Policy 428] CRNP faculty are also required to provide to the Office of the Dean verification of national certification. Once employee leaves, license verification copy is added to the former employee’s personnel file which is held for 10 years |
| Transcripts are collected at time of employment and retained for | 10 years |
| Alleged Violations of Academic Integrity Documentation | 6 years after termination, resignation, or retirement, then destroy by shredding |
| Annual Faculty Evaluations | 6 years after termination, resignation, or retirement, then destroy by shredding |
| Grievance Proceeding Documentation | 6 years after termination, resignation, or retirement, then destroy by shredding |
| Promotion and Tenure Appeals Documentation | 6 years after termination, resignation, or retirement, then destroy by shredding |
| Sexual Harassment Documentation | 6 years after termination, resignation, or retirement, then destroy by shredding |
| Physician Certification supporting Medical Leave Documentation (Medically related documents are kept in file separate from personnel fIle) |
6 years after termination, resignation, or retirement, then destroy by shredding |
| Letters of Recommendation – Hired | 10 years |
| Letters of Recommendation – Not Hired | 10 years |
| Personnel Action Forms | 10 years |
| Search Committee Reports | 3 years after search concluded |