Records and Retention
Mississippi law requires that public entities, which includes Delta State University, provide access to or copies of the public records of DSU in response to a written request. The mandate for open disclosure of the public records has certain exceptions from disclosure, but those exceptions are quite limited.
|Payroll or other records, including those for temporary positions showing employees’ names, addresses, dates of birth, occupations, rates of pay and weekly compensation.||3 Years|
Applications and other personnel records (e.g. promotions, transfers, demotions, layoffs, terminations) requests for reasonable accommodation.
|Affirmative Action Plan (AAP) for Minorities and Women.||2 Years|
|FMLA (Family Medical Leave Act)||3 Years|
|INS Form 1-9 (Employee Eligibility Verification Form)||3 Years|
Personnel/employment records (job advertisements and postings, applications, resumes, interview notes and records regarding hiring, assignment, promotion, demotion, transfer, layoff, termination, rates of pay or terms of compensation andselection for training or apprenticeship).
A. DSU Application Form
- Offer Letter
- Authorization for a deduction or withholdings of pay
- Employment history – including salary information
- Performance Development documents, including orientation/probationary period and annual appraisals.
- Required Job Related Certifications
- Continuing Education Records
- Open Enrollment/Fringe Benefit Information
- Retirement Application
- Documents relating to violations or disciplinary actions of University policy.
- Letters of reference.
- Medical information
- I-9 Documentation
- Any documents that DSU considers to be confidential, proprietary, or privileged.
- A request is made by completing the Request To Review HR File form. The purpose of the written request is to identify the individual in order to avoid disclosure to ineligible persons.
- A faculty/staff member may review his/her HR file in the presence of a Human Resources Department staff member during regular business hours.
- Records may not be removed from the HR file.
- Records may not be copied, but the faculty/staff member may make notes from the information contained in the file.
- A faculty/staff member may submit a rebuttal if he/she disagrees with material found in his/her file.
- A former staff member does not have access to his/her personnel file after employment ends. However, he/she may request a copy upon receipt of a signed release of information.
Employment Action Form (EAF)
- Letter of Offer
- Application, Vitae/Resume, Transcripts, and/or Reference Letters
- Reference Checking Forms
- Identification Documents
- Direct Deposit Information
- Federal and State Tax Forms
- Demographic Information
- Job Description and Job Posting
- Employment Contract/Letters of Employment/Annual Notification Letters
- Employment Verifications
- Special Awards/Commendation Letters
- Notice of Promotion/Award of Tenure
- Disciplinary Notices/Counseling Letters
- Probationary Forms
- Performance Evaluations
- Leave Records
Employee Request to Review HR File Form
Public Records Request Policy
Policy Effective Date: