Voluntary EEO Forms

CAHR

Quick question for you all... the Voluntary EEO forms that we have applicants complete - IF they are hired, we file them in a separate file. Is that necessary or can we have them in the personnel file? Thanks.

Whirlwind

Welcome to the Forum, CAHR.

I would keep them separate. Our practice is to not file anything in personnel files that has information related to a protected class or that is medical. There are some benefits forms that we keep in personnel files, but we black out the date of birth on those.

Irie

Never keep anything in an employee's file that could possible be construed as potentially discriminatory. Your Employee Data Records should never be kept with an application and you should have it noted on the Data Record that they will be kept in a file separate from the application.

ray a

We separate the EEO sheet from the rest of the app when we receive it and it is filed in a separate file and stays there.

CAHR

Thanks everyone....my next question then, is how long do you have to keep the EEO sheet? I'm thinking 2 years for the ones that come in with applications (and we don't hire) and then for the ones that are hired -After they are terminated, how long must we keep?

Irie

I keep mine for two years. Same as the applications they come with.

ray a

Same here. We don't separate the forms between those hired and not hired.