Records Retention
There were many questions around records retention at our last meeting so we've including some information below. As you'll notice, there is a lot of information in the OAR's so if you have specific questions, please contact your HR Partner.

The full list of record retention requirements can be found here. A list of common HR related documents and their retention requirements:

• Academic and Unclassified Personnel Records- 75 years; Records document the academic employee’s work history at the Institution and includes routine, non-evaluative information such as job title, rank, full-time equivalency (FTE) or appointment percentage, dates of employment, salary, employing department, education and employment background.
  
• Classified Personnel Records- 75 years* (some records have lower retention standards, see full list); 
  Records document the classified employee’s work history at the institution and includes routine evaluative materials and non-evaluative information such as job title, full-time equivalency (FTE) or appointment percentage, dates of employment, salary, employing department, education and employment background. Some documents in this series contain confidential information such as social security number, birth date, and marital status. Records may include but are not limited to employment applications which may include skill code sheets; resumes; selected memos such as agreement or request for position change, merit increase requests and notices, request for re-employment (letter of hire), resignation letters from employees, and termination letters from employer; commendations; recommendations; reprimands; work plans; forms documenting personnel actions; (personnel) performance evaluations; pay/budget action forms; leave records; time and attendance records; (designation of beneficiary forms;) union dues information; resumes; layoff notices; awards; licenses and certificates; college credit information; employee Social Security number disclosure forms; home address/telephone disclosure authorizations and related correspondence.
• Supervisors Copy of the Personnel Records- 5 years after employee separation
  
• Recruitment Records- 3 years; Records document view of all stages of academic hiring by the institution’s affirmative action office and/or human resources office. Records may include but are not limited to position descriptions; Notifications of Academic Position Opening; Affirmative Action Compliance Data sheets; Affirmative Action compliance statements; Applicant Pool and Appointment Reports; utilization reports; payroll-budget requests or action forms; contract requests to offer appointments; certificates of eligible’s or applicant lists; and related documentation and correspondence. 

Phishing Attacks; A Message from HR and OIT

Human Resources and the Office of Information Technology (OIT) would like to remind you of the ongoing phishing campaigns targeting PSU faculty, staff, and students. Phishing is a serious issue that can lead to identity theft, direct deposit fraud, tax fraud, and other severe consequences. To protect yourself and others from phishing attacks, you should make sure you're familiar with what a phish looks like and how to forward it to abuse@pdx.edu.

What's Phishing?

Phishing emails are "spoofed" communications that look legitimate, but are actually an attempt to steal your information. They use social engineering to trick people into divulging personal details, financial information, and other sensitive data.

What Do Phishing Emails Look Like?

Below is an example of a recent phishing attempt you may have received. Note that while it appears to have been sent by President Wiewel, the "Reply-To" email is not an @pdx.edu account.

What Should I Do?

If you receive calls asking about these kinds of emails, please advise the caller to forward the email to abuse@pdx.edu so it can be investigated. OIT can help protect other recipients from these types of attacks, but they depend on your reporting to do so.

If you have any questions or concerns regarding phishing, contact that Helpdesk at help@pdx.edu or 503-725-HELP (4357). Read more about phishing attacks by visiting Security.

Family Medical Leave Act and Oregon Family Leave Act (FMLA/OFLA)

We’ve received some feedback requesting information around FMLA and OFLA. While these laws are complicated and often vary depending on the scenario, there are some key points worth mentioning. If you have questions about a specific scenario, please contact Karen Kraus, Senior Leaves Administrator.

 

• FMLA and OFLA provide unpaid protected leave for qualifying individuals and situations- the key here is unpaid. These laws protect the employee’s job and health benefits, but do not provide compensation. If the employee has paid leave banked or has enrolled in our disability insurance, they may use that for compensation while out on a protected leave.
• Employees qualify for OFLA after 6 months of employment and for FMLA after 1 year, depending on total hours worked.
• Generally, both FMLA and OFLA provide 12 weeks protected leave per year. There are some cases that will qualify for more than 12 weeks, contact Karen Kraus for specific questions.
• FMLA and OFLA run concurrently- this means the employee does not get to take 12 weeks on FMLA and then another 12 weeks on OFLA. Of course, there are some conditions that are covered by OFLA and not FMLA, or vice versa, so this might not be true in all cases. 

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Monthly Fun Fact!

Did you know that 1/4 of the country's llama poplulation lives in Oregon?!