Policy 388: Retention, Disposition, Access, and Confidentiality of Applicant Information

Section: Personnel Policies
Sub-Section: Employment
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 the PDF File for Policy 388

388.1 PURPOSE

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.

388.2 REFERENCE

Utah H.B. 206 Employment Selection Procedures Act, 2009

388.3 INFORMATION COLLECTED

Utah State University will not request a Social Security number, date of birth, or a driver's 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 three (3) years from the job requisition closing date 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.