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Agencies provide training to employees to help ensure a work force with the skills and knowledge sufficient to accomplish agency goals, and to offer employees opportunities for professional development. Agencies also consent to, encourage, and/or subsidize employee attendance at training conducted by other state agencies, educational institutions, private trainers, and other organizations.
Records Not Covered: Records related to training provided to other state agencies, local governments, or private organizations and individuals as part of an agency's programmatic responsibilities.
*90020 Course Information Records
Memoranda, flyers, catalogues and other records related to specific training courses, including information on course content, program registration, instructor, credits, hours and roster of agency registrants.
Minimum Retention and Disposition: Destroy when superseded or obsolete, but not before legal, audit or other needs for records have been met.
Justification: Information in this series is used for curriculum development and for reference purposes.
Note: In cases where an agency may need documentation of the content of a training course to demonstrate that employees have been properly trained to comply with standards or guidelines or to meet legal or other needs, the agency may wish to retain selected course information records for extended periods, such as for the length of all concerned employees’ service with the agency, or to include such records as part of the concerned employees’ training history (see item #90022).
*90021 Course Registration Processing Records
Employees’ application and enrollment records for courses, including employee data forms, course applications, and supervisors' and training officers' authorizations or denials.
Minimum Retention and Disposition: Destroy when no longer needed for administrative use.
Justification: Information has short-term administrative value.
*90022 Employee Training History
Records of an employee's training history, including employee identifying information (e.g., name, social security number), courses registered for and completed, and beginning and completion dates.
Minimum Retention and Disposition: Destroy 6 years after course completion.
Justification: Retention period typically meets agency needs to document specific courses taken in recent years.
Note: For records of specific types of training, see also the Affirmative Action, Reasonable Accommodation, and Human Rights section, the Health, Safety, and Security section, and the Personnel section of this schedule. If documentation of employee training is needed for lengthier periods, agencies may wish to retain records for those periods, such as for the duration of the individual’s employment with the agency. In cases where an agency may need documentation of the content of a training course taken by an employee, such as to demonstrate that an employee was trained to comply with standards or guidelines or to meet legal or other needs, the agency may wish to include documentation of the content of the training course as part of this series or to retain such records for needed periods using item #90020.
90023 Tuition Reimbursement Program Records
Tuition reimbursement records, including application, determination of coursework relatedness, and reimbursement computation forms.
Minimum Retention and Disposition: Destroy 1 year after reimbursement is paid to employee or application is rejected.
Justification: The Governor's Office of Employee Relations (GOER) maintains the record copies of the forms included in this series. Records have no administrative value after reimbursements are made to employees.
Records Not Covered: Tuition reimbursement records maintained by the Governor's Office of Employee Relations (GOER) in performing its control function.