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Student Employment Records and Retention

Pursuant to Oregon Administrative Rule 166-475-0095, a student's employment records must be maintained for the following lengths of time:

  • 5 years after employee separation for work-study student records
  • 3 years after employee separation for other student employee records

Recruitment records need to be retained for 3 years.  Departments must ensure that official documents such as performance evaluations are sent to HR to be filed in the student’s official personnel file.  

Supervisors should not keep copies of medical documentation for student employees.  Forward any copies of medical documentation provided by student employees to Kristin Smith, Leaves Manager, in HR.  

If supervisors have any questions about records retention, they should call HR.

Student employees have a right to review their official personnel file.  To do so, students should contact the Office of Human Resources.

Additional information: Check the Human Resources website www.pdx.edu/hr, call the PSU Human Resources Office at 503.725.4926 or email askhrc@pdx.edu.