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Law |
Record keeping |
Posting |
Reporting |
Policy/ Assurances |
Notification |
Designate employee |
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Civil Rights Act of 1964 |
Title VII: IPEDS Biennially: Fall staff survey
Records: 3 years
29CFR§1602.48
Faculty salary survey IPEDS
General personnel records: 1 year
29CFR§1602.13,
29CFR§1602.14
Title VI:
28CFR§42.106
IPEDS Enrollment
Annually
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EEO poster
Spanish EEO poster
41 CFR§60-1.42
Notices to be posted
language |
Title VII: IPEDS
Biennially: Fall staff survey
Enrollment annually
29CFR§1602.7,
29 CFR 1602.11 See also
20 USC 1094(a)(17)
Title VI:34 CFR 100.6
28 CFR 42.106;
45 CFR 80.6
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Adoption of anti-harassment policies and complaint procedures
Internal guidelines and grievance procedures for employees and students
Voluntary affirmative action
29 CFR 1607.17
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Policy compliance statement to beneficiaries and participants
Title VI; 34 CFR 100.6(d)
28 CFR 42.106;
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Family & Medical Leave Act of 1993 |
29CFR§825.500
3 years |
29 CFR 825.300
DOL poster
Spanish Version DOL Poster
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Written notice in employee handbooks or other witten guidance
29 CFR 825.300 (3)
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notification of type of leave
29 CFR 825.208
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Equal Pay Act of 1963 |
29CFR§1620.32
2 years
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EEO poster
Spanish EEO poster
(FLSA)
29 CFR 516.4
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Age Discrimination in Employment Act of 1967 (ADEA) |
29CFR§1627.3
Payroll records:
3 years
Other records:
One year |
EEO poster
Spanish EEO poster
29 CFR 1627.10
Prohibition on age related language on help wanted notices 29 CFR 1625.4
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29 CFR 1625.5
Notice of non-discrimination on employment application
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Title IX of Education Amendments of 1972 and
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Any grievance records relating to a Title IX violation or complaint must be be retained for the period of time cited in state law for personal injury actions. In D.C. this is three years.* |
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Adoption of grievance procedures
34 CFR 106.8
Dissemination of Policy 34CFR§106.9, 45CFR§86.9 |
Publication of grievance procedures.
34 CFR 106.8
Notification of non-discrimination
To both applicants for admission and employment
34CFR§106.9
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Employee to coordinate compliance
34 CFR 106.8
and
45CFR§86.8
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Executive Orders 11,246 and 11,375
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Who must have AA plans 41 CFR 60-1.40
41 CFR 60-1.2
2 years
41CFR§60-2
Affirmative Action program
see 60-2.10 for general purpose and contents of the AA plan |
EEO poster
Spanish EEO poster
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41 CFR 60-1.7 is the reference to EEO-1 but for IHES what is used instead is the IPEDS fall staff survey bienially and IPEDS enrollment survey
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Written affirmative action program if fed K $50,000 or more and 50 or more employees
41 CFR 60-1.7
41 CFR 60-20.6
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Text for contract clause 48 CFR 52.222-26 |
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Americans with Disabilities Act of 1990 |
2 years for employment and 3 years for IPEDS fall staff survey
29 CFR §1602.48
29 CFR §1602.49
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EEO poster
Spanish EEO poster
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29 CFR 1602.7
29 CFR 1602.11
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Notification to employees and applicants of the ADA policy is required
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Notification to employees and applicants of the ADA policy is required
Governmental entities:
Notice to applicants, beneficiaries, participants and other interested persons
28 CFR 35.106
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Officer to coordinate complaints are actually under Rehab Act Regs. 34 CFR 104.7 |
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Rehabilitation Act of 1973
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2 years
41 CFR 60-741.80
1 year if fewer than 150 employees, and no govt. contract of at least $150,000 |
EEO poster
Spanish EEO poster
48 CFR 52.222-36
Notice of affirmative action requirement |
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Internal review procedure with due process standards; affirmative action required if govt. contract $10,000 or more; written if contract $50,000 or more, and 50 or more employees
29 CFR 32.45; |
Invitation to self identify Students:45 CFR 84.42
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34 CFR 104.7 Officer to coordinate complaints |
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The Veterans' Readjustment Benefits Act |
Employment records: two-years if 150 or more employees and a government contract of $150,000 or more. One year if not. 41 CFR 60-250.80 |
EEO poster
Spanish EEO poster
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Annual by Sept. 30;
41 CFR 61-250
48 CFR 52.222-37
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Written affirmative action plan if govt. K $50,000 or more, and 50 or more employees |
Requires listing of all suitable jobs with local employment service
Invitation to self identify: 41 CFR 60-250.42 |
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Equity in Athletics Disclosure Act of 1994
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Equity in Athletics Report 34CFR§668.47 |
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Equity in Athletics
Report to US Dept. of Education by Oct. 15th annually; See User's Guide for survey
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Notification of availability of equity in athletics report; 34 CFR 668.47 |
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Age Discrimination Act of 1975 |
Records necessary to prove compliance
45 CFR 90.45
34 CFR 110.22
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Written assurance to FEDS
34 CFR 110.23
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Notify of policy and responsible employee
34 CFR 110.25
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34 CFR 110.25
Designate employee to coordinate compliance |
| Title II of the Genetics Information Nondiscrimination Act of 2008 |
Covered entities in possession of genetic information about applicants or employees must treat it the same way they treat medical information generally. They must keep the information confidential and, if the information is in writing, must keep it apart from other personnel information in separate medical files. |
EEO Poster (updated Nov. 09 for GINA)
Spanish EEO poster
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Amend EEO policy in include non-discrimination on basis of genetic information |
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Federal Tax Law
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Yes
26 CFR§1.501(c)(3)(1)
Rev. Proc. 75-50
See also ACE 501(c) (3) checklist
3 year records on racial composition students and all staff. Records on award scholarships copies of all brochures, catalogues, and advertising.
Materials used to solicit $.
See chart. |
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Certify non-discrimination policy to IRS annually
Form 5578
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Rev. Rul. 71-447, Rev. Proc. 72-54, Rev. Proc. 75-50, and Rev. Rul. 75-231,
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