College of Human Ecology Records Retention Policy
HUMAN RESOURCES
*=office of record
Record Series
*Office of Record
Period of Retention
18 years
1.
Claims--workers'
compensation and insurance
policies
*Division of Human
Resources
2.
Grievances - Academic
CHE – Human Resources (HR) No cause findings: 3 years
Office
from determination
Cause findings: permanent
3.
I-9 Forms (Faculty & Staff)
I-9 Forms (Students)
*Division of Human
Resources
3 years or 1 year after
termination, whichever is
greater
CHE – HR Office
*Division of Financial Aid and
Student Employment
*CHE- HR Office
4.
Occupational injury or
illness, records relating to
*Division of Human
Resources
5 years
5.
Performance appraisals
*CHE- HR Office
CHE-Appropriate Dept.
3 years
6.
Pension eligibility
Information (includes name,
*Division of HR
6 yrs. after death of eligible
employee and beneficiary
*Division of Human
Resources
6 years after termination
address, SSN, period of
employment & service records)
7.
Personnel files for all
employees within the
University (including
application, resume, payroll,
appointment/salary forms,
contracts of employment and
accident reports, performance
appraisals)
8.
Personnel files within the
college other than retired
faculty/staff (including
CHE - HR Office
6 years after termination
CHE-HR Office--for 3 years
after retirement, if the
person is no longer active,
the file is transferred from
the HR Office to the Records
Center
Permanent
10. Personnel files for
students
*CHE- HR Office
CHE-Appropriate Dept.
As long as useful
11. Academic search plans &
statements
For forms, Office of Associate 3 years
Provost; for search materials
and documents supporting
decision, Appropriate Dept
12. Academic search waivers
*Office of Workforce
Diversity, Equity and Life
Quality
application, resume, payroll,
appointment/salary forms,
contracts of employment and
job descriptions, performance
appraisals, Annual Conflict of
Interest Disclosure Statements
(part II)
9.
Personnel files within the
college for retired
faculty/professional staff
(15+ years)
CHE – Appropriate Dept.
For permanent Waivers: 3
years from date of
appointment
For limited-term Waivers: 3
years from satisfaction of
subsequent search
requirements or
appointment termination
Record Series
13. Documents supporting
other academic or
nonacademic selection
decisions (ex. promotion,
*Office of Record
Period of Retention
CHE – HR Office
3 years from effective date
of decision
termination, compensation)
14. Non-academic search and
hiring forms (Office of
*Office of Workforce
Diversity, Equity and Life
Workforce, Diversity, Equity and
Quality
Life Quality copies of requisition
forms, ACSS forms, applicant
flow cards, ACSS forms, search
waivers, documentation of
hiring decision forms)
15. Non-academic search
materials and documents
supporting hiring selection
decisions
3 years from date of
appointment
CHE – Appropriate Dept
CHE – Appropriate Dept.
3 years from date of
appointment
16. Search committee records, CHE – Appropriate Dept.
including employment
applications, resumes, and
all applicant search
materials
3 years
17. Records generated in the
investigation of sexual
harassment complaints
and bias reports that are
dismissed, or where
parties do not pursue
*Office of Workforce
Diversity, Equity and Life
Quality
3 years
18. Records generated in the
investigation of sexual
harassment complaints
and bias reports that
result in finding of merit
*Office of Workforce
Diversity, Equity and Life
Quality
Permanent
19. Union agreements
*Division of Human
Resources
Permanent
Record Series
*Office of Record
Period of Retention
20. Volunteer registration
forms, parental consent
forms and agreements
*CHE – HR Office
3 years
21. Leave reporting records,
nonexempt
University Payroll Office
7 years
22. Leave reporting records,
exempt.
University Reporting and
Exempt Leave Accrual and
Reporting System – Division
of Human Resources is the
Official Repository
4 years
Appropriate Dept
Kronos Reporting System –
University Payroll Office is
the Official Repository
Outside systems Appropriate Dept/Unit is the
Official Repository
Last updated: 7/2010