Personnel Files, Non-Faculty and Student Employees

Applies to non-faculty employee classifications.

Contents of personnel files may include:
  • Application/resume
  • Confirmation of performance appraisal
  • Discipline letters
  • Form I-9
  • Offer Letter/Contract
  • Letters of recognition and/or commendations
  • Old Forms 111
  • Personnel Information Form

Retention of personnel files for student employees:
Follow the same records retention schedule as set out for regular employees with the exception that these records are held within each department
rather than in UHR. Student employment records (resume/application, performance reviews, etc.) should be retained for each student hire for five fiscal years after separation from your department. Effective 7/1/19, Workday will be the system of record for student employment actions and time
sheets. Prior to Workday, Wage Hour Reports (timesheets) should be retained by the department for 10 fiscal years.

Last updated: 28 Apr 2021

Active Retention

Retention: 5 fiscal years – After separation
Managed By: University Human Resources

Data Classification

Confidential by state and federal statutes

Disposal Method

Confidential Destruction



For questions about this record type, contact: University Human Resources