UNIVERSITY OF WISCONSIN River Falls

Talent, Recruitment and Engagement 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

UWHR0100

Superseding UWPER019

HR Personnel Hiring and Position Change Forms and Requests 

This series documents the Human Resource forms, such as Create a Position, Hire a Person(with a Position), Hire a Person(without a Position), Add a Person, Change a Position, Job Change with and Without a Position, Additional Information for Student Help, Change a Person, Vacation Option Election Form, Self-Identification Form, Emergency Contact form. These forms function much like the Personnel Action Forms in that they authorize changes to the HRS system.

-

Paper or Electronic format

Yes

Yes

Yes

-

All Campus HR Depts. HRS and/or other Talent Mgt. and Recruitment Systems

Retention: EVT+2 Years EVENT = Date the Request is Approved or Denied

Disposition: Destroy Confidential

UWHR0101

Superseding UWPER007

Position Vacancy: Listing or Position Announcement 

This series documents the position vacancy or position announcement for Faculty, Academic, and University positions. The position announcement describes the position which is being recruited, including information regarding: employing unit and payroll (funding) sources', position title, type of appointment, salary level, dates of availability and appointment, position descriptions and qualifications and approval signatures.

-

Paper or Electronic format

No

-

No

-

All Campus HR Depts. HRS and/or other Talent Mgt. and Recruitment Systems

Retention: EVT+6 Years. EVENT = Date Position is Filled

Disposition: Destroy

UWHR0102

Superseding UWPER010 and UWPER011

Criminal Background Checks

This series documents a record of criminal background checks made on UW employees at the time of hire. These records include, but are not limited to:
(1) the confidential self-disclosure job application supplements;
(2) the criminal background check reports;
(3) Records related to notification of the applicants of a decision not to hire. Original background checks are confidential materials and are to be kept separate from the personnel file.
These files are kept per EEOC and Fair Credit Reporting Act.
Confidential under Employee Personnel Records Wis. Stat. § 19.36(10}

-

Paper or Electronic format

Yes

Yes

Yes

-

All Campus HR Depts. HRS and/or other Talent Mgt. and Recruitment Systems

Retention: CR+7 Years CR=Date of Creation

Disposition: Destroy Confidential

UWHR0103

Superseding UWPER018

Federal 1-9 Employee Eligibility Verification 

This series includes the Federally required forms that verify and or re-verified and check employment eligibility and employee identity. This is maintained in a separate file while the individual is employed. NOTE: Must retain while individual is employed. The federal requirement is that the employer must retain the form for three years after the date of hire, or one year following separation of employment, whichever event is longer per 8 U.S.C. §13249(a}. 

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

-

Paper or Electronic format

Yes

Yes

Yes

-

All Campus HR Depts. HRS and/or other Talent Mgt. and Recruitment Systems

Retention: EVT+3 Years, EVENT = Date of Separation

Disposition: Destroy Confidential

 

UWHR0104

Superseding UWPER017

Candidate Files

Individual candidate files include all materials submitted by the candidate as part of the application recruitment process. NOTE: The information that is gathered or created in TAM or TREMS for recruitment will be retained for the same length of time in the system and/or data warehouse as the candidate file. After the position is filled, it is the intent that part of the successful candidates file will be transferred to their personnel file. Some of the items that currently go into the personnel file are: candidate resume or curriculum Vitae (CV), the initial position description, the criminal background check date, contract/appointment letter etc. A campus may have paper version of these documents gathered during the recruitment placed in a personnel file or if the campus keeps electronic personnel files these would be transferred. 

29 U.S. Code§ 626, _29 CFR§1627.3, 29 CFR§1602.3

-

Paper; Electronic

Yes

Yes

Yes

-

All Campus HR depts. HRS

Other Talent Mgt. and Recruitment Systems

Retention: EVT+6 Years, EVENT = Date Position is Filled

Disposition: Destroy Confidential

UWHR0105

Superseding UWPER013

Search and Screen Committee Records - General

This record series applies to all search and Screen Positions of Associate Dean and lower levels of administration. It includes documenttation of the activities of committee's search activities. This may include documents from outside search firms.

this series includes, but is not limited to:

  • Interview documentation
  • minutes
  • list of candidates and nominees,
  • list of interviewees,
  • press releases and other publicity materials, position description
  • position vacancy announcements
  • list of search and screen committee members
  • list of colleagues and professional organization from which nominations may have been sought,
  • sample letter sent to applicant,
  • sample questions used in interview process
  • rejected letter of offer and
  • video presentations and
  • other correspondences related to the search process

(29 U.S. Code§ 626 and 29 CFR§1627.3 (Age Discrimination in Employment Act (ADEA)) and 29 CFR §1602.32(Title VII of the Civil Rights Act of 1964

-

Paper; Electronic or Video format

Yes

Yes

No

-

All campus Departments

Retention: EVT+6 Years, EVENT = Date Position is Filled

Disposition: Destroy Confidential

UWHR0106

NEW

Search and Screen Committee Records - Higher Level Search

This record series applies to all Search and Screen for positions of Dean and higher levels of administration. it includes documentation of the activities of committee's search activities. This may include documents from outside search firms.

This series includes, but is not limited to:

  • interview documentation
  • minutes
  • list of candidates and nominees
  • list of interviewees
  • press releases and other publicity materials, position description,
  • position vacancy announcements
  • list of search and screen committee members
  • list of colleagues and professional organization from which nominations may have been sought,
  • sample letter sent to applicant,
  • sample questions used in interview process
  • rejected letter of offer and
  • video presentations and
  • other correspondences related to the search process

(29 U.S. Code§ 626 and 29 CFR§1627.3 (Age Discrimination in Employment Act (ADEA)) and 29 CFR §1602.32(Title VII of the Civil Rights Act of 1964)

-

Paper; electronic or video format

Yes

Yes

No

-

All campus departments

Retention: EVT+6 Years, EVENT = Date Position is filled

Disposition: Transfer to Institutional Archives or destroy confidentially per institutional policy

UWHR0107

Superseding HR000061

Compensation, Tilting and Salary Equity Records

This series consists of, but is not limited to market compensation data/analysis, position and job family analysis, tilting structure, labor market surveys and reports, including those for a specific job.

-

Paper and electronic format

No

-

No

-

Human Resources Compensation and Tilting or Similar university department

Retention: EVT+6 Years, EVENT =  Date that analysis or survey was completed

Disposition: Destroy