Personnel Files, Non-Faculty and Student Employees
Applies to non-faculty employee classifications.
Contents of personnel files may include:
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.
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
Resources
Category
For questions about this record type, contact: University Human Resources