This authorization applies to all schools/colleges/divisions/subdepartments or any other office entity of the University. This authorization does not apply to employee records retained by Human Resources Offices.
ITEM NO.
2. Employee File
The employee file contains records used to monitor the employee's work career in the department. The file may include, but not limited to, the following:
- Personnel Action Forms, Supplemental Personnel Action Forms
- Vacation, Sick Leave & Personal Leave Notices
- Record of Vacation, Personal Days, and Sick Leave Reports (not Reports of Absence)
- Staff Benefit Forms
- Performance Appraisals
- Education Assistance Program Questionnaire and Authorizations
- Training/Development participation materials
- Letters related to job performance or other similar correspondence
- Job applications, Resume
- Disciplinary materials
- Vitae, updates, reprints of articles written*
- Tenure recommendations and correspondence regarding award or denial of tenure/promotion*
- Service reports indicating proportion of time devoted to teaching, research administration, etc.*
- Progress reports and evaluations*
See Authorization 00-016-03 for information concerning records and documents that are NOT to be included in the employee file.
If an employee transfers to a different department (any campus), this file must be forwarded to the employee's new department.
* Most academic departments keep promotion and tenure records in separate files. If they are kept in the employee file, see Promotion and Tenture Retention Authorization.
This authorization supersedes authorizations 82-13.
Reviewed 2019-08-05