11A:3-4.1 Rules, regulations concerning recordkeeping, record retention.

1. a. The Civil Service Commission, in consultation with the Bureau of Records Management in the Department of the Treasury and in accordance with federal and State law and regulation, shall promulgate rules and regulations concerning recordkeeping and record retention requirements related to the recruitment, selection, hiring, and employment records of persons in the State's unclassified service. The recordkeeping and record retention requirements shall include, at minimum, written and electronic records concerning job advertisements, job applications, resumes, background checks, screening tools and tests, interview notes and other records related to the decisions to hire or not hire a person, and records related to job title and compensation, training, reasonable accommodation requests, promotions, demotions, transfers, performance evaluations, disciplinary actions, and terminations.

b. A personnel form shall be completed and maintained for each unclassified State employee. At minimum, the personnel form shall include the following information:

(1) the name of the unclassified employee;

(2) the job title of unclassified employee;

(3) direct supervisor or manager;

(4) salary history;

(5) date of employment offer;

(6) date of hire;

(7) the individual authorizing the hire or change of employment status; and

(8) any notes on promotions, demotions, transfers, performance evaluations, disciplinary actions, and terminations.

Personnel forms shall be revised as needed to reflect any subsequent change or modification in the unclassified employee's employment status, salary, direct supervisor or manager, or legal name.

c. The recruitment, selection, hiring, and employment records of unclassified employees in any State agency shall be compiled by the human resources office, or an equivalent entity, of that State agency. Information from such records shall be provided to the Civil Service Commission upon request for recordkeeping and data collection purposes.

L.2019, c.346, s.1.