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 - Faculty
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.
Authorized Retention:
B. Academic Staff files are to be retained for a period of reference value not to exceed one (1) year after the employee's termination, then transferred to University Archives.
* 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