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Personnel/Civil Service

Personnel/Civil Service

Personnel
Title Major Revision Previous Schedules Schedule Item
Mini-PERB application and petition records filed with Public Employment Relations Board (PERB)

for approval and of local government provisions and procedures pursuant to Section 212, Civil Service Law, including but not limited to application for approval of procedures, petition to review implementation of procedures, correspondence, memoranda, copies of local laws and public notices, and final determination by PERB:
RETENTION: PERMANENT

 2020 (♦)
 652
Mini-PERB case files,

including but not limited to charges, notice of conference and hearing, correspondence, briefs, transcripts, exhibits, withdrawal or stipulation of settlement requests, and final decision

 2020 (♦)
 653

a: General representation case files:
RETENTION: PERMANENT

b: Declaratory ruling case files:
RETENTION: PERMANENT

c: Interest arbitration case files:
RETENTION: PERMANENT

d: Grievance arbitration case files:
RETENTION: PERMANENT

e: Unit clarification and Management/Confidential (M/C) case files:
RETENTION: 8 years after close of case and any appeals completed

f: Conciliation case files:
RETENTION: 9 years after settlement of case

g: Labor-Management Committee case files:
RETENTION: 6 years after discontinuance of involvement with the parties
Requests for employment or salary verification,

for former or current employees or individuals who are not employees, received internally and externally, including copies of requests, release of information authorization records, and related documentation and correspondence:
RETENTION: 3 years

 2020 (♦)
 675
Employee ethics records,

including memoranda to employees of ethics requirements, employee requests to receive honoraria or travel reimbursement, employee request to engage in outside activities or secondary employment, requests to exempt employees or positions from financial disclosure requirements, and related correspondence, reports and other records:
RETENTION: 7 years after end of calendar year or 7 years after records concerning or authorizing ongoing actions have no further validity, whichever is longer

 2020 (♦)
 667
Substitute teacher registry records,

including records of centralized substitute teacher registries

 ED1 218 683

a: Registration application and qualification and availability records:
RETENTION: 6 years after individual's registration is discontinued

b: Work assignment record:
RETENTION: 55 years
Subversive activity report

submitted to Commissioner of Education, along with statements from public school system employees and related records

 ED1 219 684

a: Summary report submitted to Commissioner of Education:
RETENTION: PERMANENT

b: Records relating to person charged with subversive activity, or membership in a subversive organization, including hearing records and record of final disposition of case:
RETENTION: PERMANENT

c: Declarations by persons claiming no involvement in subversive activities or membership in subversive organizations:
RETENTION: 3 years
Teacher certification records,

including copies of applications, transcripts and other records submitted to New York State Education Department:
RETENTION: 5 years
NOTES: This item covers copies of teacher certification records maintained separate from individual teachers’ personnel files. Certification records for individual teachers should be retained based on item no. 636b.

 ED1 174 676
List of teachers whose teaching certificates have been revoked:


RETENTION: 1 year

 ED1 350 677
Professional development plan records,

describing how teachers will be provided with substantial professional development opportunities (may relate to annual professional performance review (APPR))
NOTES: If the professional development plan is part of the comprehensive district education (or equivalent) plan, it is covered by item no. 882a in the School District and BOCES section, Administration subsection.

 ED1 477 678

a: Professional development plan, including all amendments and updates:
RETENTION: PERMANENT

b: Plan development and adoption records, including records of plan development team, and related records:
RETENTION: 6 years
Annual professional performance review plan records


2020 (♦)
 ED1 478 679

a: Professional performance review plan, including all amendments and updates:
RETENTION: PERMANENT

b: Plan development, adoption, variance and related records:
RETENTION: 6 years

c: Application and related records pertaining to hardship waiver from second observation or school visit by evaluator:
RETENTION: 6 years
Teacher mentoring plan records


ED1 479 681

a: District internship or equivalent plan, including all amendments and updates:
RETENTION: PERMANENT

b: Plan development, adoption, variance and related records, including records of plan submission to and approval by the State Education Department:
RETENTION: 6 years
Notification of vacancy in office,

or filling of vacant position:
RETENTION: 0 after position filled or abolished

 CO2 180; MU1 329; ED1 169 664
Staff evaluation rating verification report and related statement of confirmation

as required as part of the annual professional performance review (APPR) for teachers and principals:
RETENTION: 6 years

 2020 (♦)
 680
Workplace violence prevention program records,

documenting compliance with Section 27-b of Labor Law, including employee complaints, incident reports, inspection reports, and remedial action plans:
RETENTION: 5 years
NOTES: This item excludes school districts and BOCES. Policy and procedure and training records are covered in the General Administration section.

 2020 (♦)
 663

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