Policy 388: Retention, Disposition, Access, and Confidentiality of Applicant Information
Section: Personnel Policies
Policy Number: 388
Subject: Retention, Disposition, Access, and Confidentiality of Applicant Information
Covered Employees: All Applicants for Positions at Utah State University
Origin Date: March 26, 2010
Effective Date: March 26, 2010
Download PDF File
Utah State University will only use information obtained through an initial application or selection process to determine whether an applicant should be hired. Utah State University will not request information that does not pertain to the bona fide occupational qualifications of the advertised position prior to offering a position to a candidate.
Utah H.B. 206 Employment Selection Procedures Act, 2009
388.3 INFORMATION COLLECTED
Utah State University will not request Social Security number, date of birth, or driver license number unless the applicant is offered a position for which the applicant is applying, and if the information is required for benefits reasons (see Policy 386 Background Checks).
Application data will be retained electronically and will not be made available to anyone except:
- (1) a government official, at the request of the government official;
- (2) for performance review;
- (3) for a promotion application
Utah State University will not retain applicant information for more than two years if the applicant is not hired for the position advertised.
388.4 INVESTIGATION INTO ALLEGED VIOLATION
The Utah Labor Commission’s Division of Antidiscrimination and Labor may investigate an alleged violation.