UNIVERSITY OF WISCONSIN River Falls

Unclassified Staff Personnel Records GRS

UNCLASSIFIED PERSONNEL FILE

UWPER001 Tenured Faculty:

UWPER002 Non-Tenured Faculty/Academic Staff:

UWPER003 Indefinite Unclassified Staff:

The official P-file comprises the comprehensive employment record for every faculty or unclassified employee. The location of the official unclassified P-file varies throughout the UW System. Generally, it is maintained in the office of the Provost, Dean of the employing School or College or employing department.

A complete P-file may include the following records:

Letters of application; research proposal (at hire, if required); resume or curriculum vitae (CV); letters of recommendation or reference; letter(s) of offer, appointment, reappointment, or promotion; letter of acceptance of employment, tenure, or indefinite appointment; position description; reclassification records; employment contracts; personnel action forms; base rate or title change requests and actions; requests for/decisions on leaves of absence; notices of sabbatical leave; notices of faculty or academic staff awards; notices of emeritus or distinguished service recognition; performance reviews or evaluations; lists or notices of awards or grants; notifications of named professorships; grievances and notices of disciplinary actions; arbitration records; letters of resignation or retirement; and notices of non-renewal of appointment (for academic staff) 

HRS: For those institutions using the TAM module of HRS, some documents normally found in the Unclassified Personnel File, such as the official letter of offer, may be generated by and reside in the HRS system-TAM module. The initial resume/CV collected during the recruitment process will be in TAM; the updated version will be in the personnel file.

Appraisal Note: The following types of documentation are often considered personnel-related records, but must be maintained separately from the personnel file:

Career Materials: Materials not of an official nature, but which provide information on the subject. These may include news stories, congratulatory letters, lists of publications or articles, and awards or commendations. While governed by a specific retention period, this type of documentation may have archival value, and the institutional archivist should be contacted prior to disposal.

Confidential Materials: Materials of a confidential nature that should be maintained separately from the overall P-file. These may include medical records, I-9 (employment eligibility verification form), H1B application (immigration petition, approval, and supportingdocumentation), and criminal background check records. See record item numbers 008, 009, and 034 for retention periods on these items.

Retention Period: 

UWPER001 Tenured Faculty:  EVT + 30 years. EVT= Date of employee’s retirement or death. Destroy confidentially or transfer to Archives for permanent preservation.

UWPER002 Non-Tenured Faculty/Academic Staff: EVT + 10 years. EVT= Date of termination of employment. Destroy confidentially or transfer to Archives for permanent preservation.

UWPER003 Indefinite Unclassified Staff: EVT + 30 years. EVT= Date of employee’s retirement or death. Destroy confidentially or transfer to Archives for permanent preservation.

Retention Responsibility: By Institution
In terms of implementing the provisions of this GRS item, the office holding the official personnel file (wherever that is located within the institution) generally has the responsibility of implementing the retention period listed for the ‘original’ copy of the record series.

Destroy Confidentially. PII/Confidential

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

UWPER004 Graduate Student Personnel File
A complete P-file may include the following records:
Letters of application; research proposal (at hire, if required); resume or curriculum vitae (CV); letters of recommendation or reference; letter(s) of offer, appointment, reappointment, or promotion; letter of acceptance of employment, position description, base rate or any changes of employment status, performance reviews or evaluations; lists or notices of awards or grants, grievances and notices of disciplinary actions; arbitration records; letters of resignation and notices of non-renewal of appointment (for academic staff).
The location of the official graduate student personnel file varies throughout the UW System. Generally, it is maintained in the office of the Provost, Dean of the employing School or College or employing department.

Retention: Campus: EVT + 6 Years. EVT= Date of Termination.
Destroy Confidentially. PII/Confidential

UWPER005 Permanent HR Person Data
These are the historic appointment fields from HRS being brought forward to EPM for reporting purposes. The fields include: Title name, appointment major department, department , percent, funding responsibility, salary basis, appointment type, title code, appointment effective date, appointment id, seniority date, contract effective date, contract end date, probation end date, academic session, continuity status, appointment end date, federal appointment type, guaranteed length, rate over max, rate under min, salary basis code, probation type, service status, recruitment number, working title, person name, fund, activity, account, fica status, fica indicator, flsa status, student pay category, person id, home address, home zip code, campus phone, gender, I-9 date, social security number, visa type, issuing country, heritage code, birthdate, country, disability, veterans information, degree data, appointment begin reason, cbc completion date, division affiliation, end appt code, end appt reason, tenure percent, tenure granted date, tenure affiliation, leave codes, leave reasons, rate codes, rate change reasons, title change codes, title change reasons.

Retention: HRS: Retain permanently. PII/Confidential