UNIVERSITY OF WISCONSIN River Falls

Employee Personnel Records

 

RDA#/Status

Series Title/ Description

Record Series Year of Creation

Medium for Record Storage

PII

Registry Exempt

Confidential

Essential (Opt.)

Official Record Location

Retention/Disposition/Event

UWHR0400

NEW

Personnel Record - University Staff, Academic Staff and Faculty - Institutional Level

There may be institutions where this is occurring at the institutional level. This series documents the university employees Official Personnel record managed by Offices of Human Resources at the institutional level.

These records may be in an imaged format. Paper equivalents may be managed by Division, Department or Unit in record series below and scanned and sent to Office of Human Resources. 

See other Personnel records series if this does not apply.

Confidential under Employee Personnel Records Wis. Stat. & 19.36(10)

NA

Electronic format - (stored in Content Management System or other electronic system)

Yes

Yes

Yes

-

Office of Human Resources Institutional or Divisional level

Retention: EVT+10 Years, EVENT = Separation from Institution

Disposition: Destroy Confidential

UWHR0401

Superseding UWPER001 and UWPER003

Personnel File including Faculty Career File - Tenured Faculty and Indefinite (All Campuses)

This series contains records related to Tenured Faculty or Academic Indefinite employee during employment at the Institution. This may constitute the official personnel file for most institutions.

NOTE: Faculty Career File such as news stories, congratulatory letter, list of publications or articles, awards or commendations. These documents may or may not be included with the file and may contain documents of historical value to the university. 

Files may contain, but are not limited to the following documents:

  • Letters of application
  •  Resume or Curriculum Vitae (CV)
  • Letters of Recommendation or reference
  • Letters of offer or appointment, reappointment or promotion
  • Letter of Acceptance, Tenure or Indefinite appointment
  • Personnel action forms-HRS Forms
  • Notices of faculty or academic evaluations or performance evaluations or review.
  • Merit Reviews and Responses
  • Notices of Awards or Grants that the employee received
  • Notices of Named Professorships
  • Disciplinary actions
  • Letters of resignation or retirement

Notices of non-renewal of appointment for academic staff Confidential under Employee Personnel Records Wis. Stat. § 19.36(10)

 

-

Paper or Electronic format

Yes

Yes

Yes

-

These records may be maintained by the Division; Department or Unit within the Institution

Retention: EVT+30 Years, EVENT = Separation from Unit, Department or Institution

Disposition: Transfer to Institutional Archives per policy for archival review

UWHR0402

Superseding UWPER002

Personnel File - Academic & Non-Tenured Faculty (All Campuses Except UW-Madison) For UW-Madison see UWHR403

This series contains records related to Academic Staff or Non-Tenured Faculty during employment at the Institution. This may constitute the official personnel file for most institutions except UW-Madison due to disposition requirements. Files may contain, but are not limited to the following documents: 

  • Letters of application
  • Resume or Curriculum Vitae (CV)
  • Letters of Recommendation or reference
  • Letters of offer or appointment, reappointment or promotion
  • Letter of Acceptance, Tenure or Indefinite appointment
  • Personnel action forms-HRS forms
  • Notices of faculty or academic evaluations or performance evaluations or review.
  • Merit Reviews and Responses
  • Notices of Awards or Grants that the employee received
  • Notices of Named Professorships
  • Disciplinary actions
  • Letters of resignation or retirement
  • Notices of non-renewal of appointment for academic staff

Confidential under Employee Personnel Records Wis. Stat. § 19.36(10)

-

Paper format

Yes

Yes

Yes

-

These records are maintained by the Division; Department or Unit within the Institution.

Retention: EVT+10 Years, EVENT = Separation from unit or Department or institution

Disposition: Transfer to Institutional Archives per policy for archival review

UWHR0403

Superseding UWPER002

Personnel File - Academic & Non-Tenured Faculty (For UW-Madison)

This series contains records related to Academic Staff and non-Tenured faculty during employment at UW-Madison. this may constitute the official personnel file at UW-Madison due to disposition requirements.

Files may contain, but are not limited to the following documents: 

  • Letters of application
  • Resume or Curriculum Vitae (CV) 
  • Letters of Recommendation or reference
  • Letters of offer or appointment, reappointment or promotion
  • Letter of Acceptance, Tenure or indefinite appointment
  • Personnel action forms- HRS Forms
  • Notices of faculty or academic evaluations or ' performance evaluations or review.
  • Merit Reviews and Responses
  • Notices of Awards or Grants that the employee received
  • Notices of Named Professorships
  • Disciplinary actions
  • Letters of resignation or retirement
  • Notices of non-renewal of appointment for academic staff 

Confidential under Employee Personnel Records Wis. Stat. § 19.36(10)

-

Paper format

Yes

Yes

Yes

-

These records may be maintained by the Division; Department or Unit within the Institution.

Retention: EVT+10 Years, EVENT = Separation from Unit or Department or Institution

Disposition: Destroy confidential

UWHR0404

Superseding UWPER004

Personnel File - PhD, Graduate, Teaching Assistant or Researcher, Employees in Training, Fellowship and Post-Graduate Associates

This series documents the personnel record for PhD, Graduate, Teaching Assistant or Researcher, Employees in Training, Fellowship and Post-Graduate Associates.

Files may contain, but are not limited to the following documents:

  • Letters of application
  • Research proposal (at hire, if required)
  • Resume or Curriculum Vitae (CV)
  • Letters of Recommendation or reference
  • Letters of offer or appointment, reappointment or promotion
  • Letter of Acceptance
  • Position Description
  • Base rate or any changes in employment status
  • Personnel action forms-HRS Forms
  • Base Rate or Title Change request and actions
  • Notices of Leaves of Absence
  • Notices of Awards or Grants that the employee received
  • Grievances that employee may have
  • Disciplinary actions
  • Arbitration records
  • Letters of resignation

Confidential under Employee Personnel Records Wis. Stat. § 19.36(10)

-

Paper and Electronic format

Yes

Yes

Yes

-

The locations of the records in this record series varies throughout the UW-System

Retention: EVT+6 Years, EVENT = Date of Termination

Disposition: Destroy Confidential

UWHR0405

Superseding HR000191

Volunteer and Unpaid Internships

This records series pertains to records of volunteers and unpaid interns. records include, but are not limited to: applications, resumes, risk management agreements and other materials related to staffing.

Confidential under Employee Personnel Records Wis. Stat. § 19.36(10)

-

Paper or electronic format

Yes

Yes

Yes

-

The location of the records in this record series varies throughout the UW-System.

Retention: EVT+2 Years, EVENT = Date of Assignment Completion

Disposition: Destroy Confidential