UNIVERSITY OF WISCONSIN River Falls

Termination of Employment

UWPER042 NON-RENEWAL DOCUMENTATION

This series includes records relating to incidents where a faculty or academic staff member fails to have his/her appointment renewed. Records may include notice of non-renewal from the employee's supervisor, department or dean or administrative officer making the decision, reasons for non-renewal, if provided, written request for full review or appeal; records of an appeal if one is conducted, and any report to the dean or chancellor.

Retention:
Academic Staff: A copy of the notice of nonrenewal and reasons, if any, must be placed in the individual's Official P-File.Dean/Division Head: A copy of the notice of nonrenewal and reasons, if any, must be placed in the individual's Official P-File.a
Faculty: A copy of the notice of nonrenewal and reasons, if any, must be placed in the individual's Official P-file.Hearing Body or Committee Records: EVT + 6 Years EVT= Date of final decision.
PII/Confidential

UWPER043 LAYOFF DOCUMENTATION
This series consists of records relating to the process by which a faculty or academic staff member is laid off from his/her position. Records may include notice of pending layoff due to financial emergency (faculty) or funding or program redirection (academic staff), hearing transcripts and other evidence and recommendations from the Committee on Faculty Rights and Responsibilities or other appropriate hearing body. 

Retention:
Campuses: EVT + 6 Years EVT= Date of final decision
Hearing body or Committee: Retain all records for 6 years from the date of final decision and destroy.
Copies: Transfer a copy of the layoff notice to the individual's Official P-File.
PII/Confidential

Archival value:The determination of archival value of official personnel files will be made by each institutional archivist.

UWPER 044 LETTERS OF RESIGNATION/RETIREMENT
This series contains letters of resignation or retirement.

Retention:
Original: Transfer to the individual's Official P-File.
PII/Confidential

UWPER045 TERMINATION FOR CAUSE DOCUMENTATION
This series contains records relating to University employees whose employment has been terminated for cause. Records may include formal notice of charges, notice of appeal, hearing record,recommendations made to the chancellor and, recommendation made to the appropriate administrator. 

Retention:Campuses: EVT + 6 Years EVT= Date of final decision - Destroy Confidentially
Copies: Transfer a copy of the formal notice of charges and of any formal action taken to the individual's Official P-File.
PII/Confidential

UWPER046 TERMINATED FOREIGN FACULTY H1S
This series includes records relating to the termination of employment for foreign faculty. Records may include H1B application, petition, approval and related documentation. Title 8 of the Federal Code of Regulations requires that current immigration records be maintained on all foreign faculty and staff.

Retention: Retain from date of final action plus 6 years.
Campuses: Date of expiration of visa rights + additional 6 years and destroy confidentially.
PII/Confidential

UWPER047 TERMINATED FOREIGN UNCLASSIFIED STAFF (PERMANENT RESIDENT)
This series includes records relating to the termination of employment for foreign faculty who are permanent U.S. residents. Records may include H1B application, petition, approval and related documentation. Title 8 of the Federal Code of Regulations requires that current immigration records be maintained on all foreign faculty and staff.

Retention:
Campuses: Termination of visa rights plus 6 years (Federal code-Title 8).
PII/Confidential