UNIVERSITY OF WISCONSIN River Falls

Student Employment And Work Study

This employment section focuses on students who work for the university and are many times funded by federal work study (FWS) or from other funding sources which make it part of the financial aid general records schedule.

UWSFA022
FEDERAL WORK-STUDY ADMINISTRATIVE RECORDS

Non-personal information relating to HR administration of Federal Work-Study programs on campus. Documents covered include various off-campus employer contracts, salary cash transfer forms, and other information and correspondence concerning the systemic administration of work-study programs. 

Retention Time Period
Original: EVT + 4 Years EVENT= End of the award year in which the student last attended.
Disposition: Destroy
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: No
Confidential: No

UWSFA023 WORK STUDYAND STUDENT ASSISTANT POSITION APPLICATIONS (NOT HIRED)
The applications serve as a basis for departments to begin a selection and interview process from among multiple applicants. These files are kept for students who are in the process of being considered for hire for federal work study positions or other categories of student employment. These files contain the original application for work study and student assistant positions, which contain name, address, telephone, work experience, skills, references and federal work study funding status used to introduce the student to an on-campus employer. Position applications may take the form of a letter, resume, or a form. The applications also indicate work time availability. If the student is hired this application becomes part of the student workers personnel files (departmental) for student workers records series (UWSFA025) and not for the human resources official files. This series does not pertain to graduate teaching or research positions.

Retention Time Period
Original: EVT+1 Years EVENT= Date of Application
Disposition: Destroy Confidentially
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA024 WORK STUDY AND STUDENTWORKERS PERSONNEL FILES (OFFICIAL)
Official personnel file for student workers, usually maintained by human resources, including Direct Deposit Authorization with copy of canceled check, W4 Form Employee's Withholding Allowance Certificate, Statement of Selective Service Compliance for Certain Student Employment (males), and hard copy of time cards, emails and letters. Employment Eligibility Verification (1-9) is filed separately from the official student worker file and has a separate retention schedule. 

Retention Time Period
Original: EVT + 7 Years. EVENT= End of last fiscal year of employment
Disposition: Destroy Confidentially
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA025 WORK STUDY AND STUDENT WORKERS PERSONNEL FILES (DEPARTMENTAL)
Unofficial personnel file for student worker, usually maintained by the department chair, office manager, or first-line supervisor including a position application form, a student hiring notification slip, a letter of award, reference report, and hard copy of some time cards, emails and letters. The W4 Form Employee Withholding and photocopies of 1-9 forms, Social Security cards and other identification cards and checks must not be kept in these departmental files. 

Retention Time Period
Original: EVT +1 Year. EVENT= End of last fiscal year of employment
Disposition: Destroy Confidentially
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA026 FISCAL AND BUDGET REPORTS FOR STUDENT WORKERS
Reports created with existing data from time reporting and payroll systems to monitor expenses against budgeted funds. 

Retention Time Period
Original: EVT +1 Year. EVENT= End of last fiscal year of employment
Disposition: Destroy Confidentially
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

**NOTE: For Student Workers Criminal Background Check Records Series - Refer to the DOA Classified HR Schedule for retention. Refer to Records Series HR000017.