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 - Staff
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
See Authorization 00-016-03 for information concerning records and documents that are NOT to be included in the employee file.
Authorized Retention:
- Support Staff files are to be retained for a period of reference value, not to exceed one (1) year after the employee's termination, then destroyed, EXCEPT all originals of disciplinary materials, performance appraisals, and letters related to job performance or other similar correspondence are to be forwared to Campus Human Resource Services.
This authorization supersedes authorizations 82-13.
Reviewed 2019-08-05