UW-GS 8 Personnel and Payroll Records

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-A-


Academic Student Employees (ASE) Files: Comprehensive record of all personnel actions affecting a UW Academic Student Employee which includes information that had a reasonable bearing on the efficient and effective management of the UW. May include appointment letter, offer letter, job description, letters of reference, resume, non-academic training records, job posting, commendations, letters of resignation, termination letter.

Official Copy: Any Office
Retention: 6 years after termination of employment with the department
Disposition Method: Shred or Delete

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Affirmative Action Information Requests: A record of the data collected from each applicant for a professional staff or faculty position regarding race/ethnicity, sex, age, disability and veteran status.

Official Copy: Any Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

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Affirmative Action Plans: Annual reports compiled by the Equal Opportunity Office as required by federal and state agencies. May include workforce reports and utilization analysis for all UW employees, Applicant Flow Report summaries, New Hire Reports, Separation Reports, Training Reports, etc.

Official Copy: Office of Equal Opportunity and Affirmative Action
Retention: 6 years after end of calendar year
Disposition Method: Transfer to Archives

Other Copy: Any Office
Retention: until superseded
Disposition Method: Recycle or Delete

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Affirmative Action Updates -- Faculty: Reports provided by the Equal Opportunity Office and sent to Deans and department Chairs showing affirmative action goals for faculty hiring in a particular school or college. Reports are compiled from the Affirmative Action Plan to provide College/School-specific background information regarding faculty workforce, national availability data, historical new hire information, and applicant flow information for the last year.

Official Copy: Office of Equal Opportunity and Affirmative Action
Retention: 6 years after end of calendar year
Disposition Method: Recycle or Delete

Other Copy: Dean or Department Chair
Retention: 3 years after receipt of report
Disposition Method: Recycle or Delete

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Applicant Flow Reports: Summaries of data collected on Affirmative Action Information Requests from applicants for faculty or professional staff positions. May include vitae of the highest ranking minority or woman candidate considered but not appointed, or documentation of measures taken to meet the requirements of the affirmative action program.

Official Copy: Office of Equal Opportunity and Affirmative Action
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Appointing Department or Dean's Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

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Applications for Classified Staff Employment -- Hired: Materials regarding applicants hired for classified staff positions. May include applications, resumes, correspondence, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: Human Resources Operations -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Official Copy: HRIS (Human Resource Information Systems)
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Hiring Office
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

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Applications for Classified Staff Employment -- Not Hired: Materials regarding applicants not hired for classified staff positions. May include applications, resumes, correspondence, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: HRIS (Human Resource Information Systems)
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Hiring Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

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Applications for Professional Staff Employment -- Hired: Materials regarding applicants hired for professional staff positions. May include correspondence, resumes, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: Human Resources Operations -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Official Copy: HRIS (Human Resource Information Systems)
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Hiring Office
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

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Applications for Professional Staff Employment -- Not Hired: Materials regarding applicants not hired for professional staff positions. May include correspondence, resumes, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: HRIS (Human Resource Information Systems)
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Hiring Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

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Applications for Faculty/Academic Employment -- Not Hired: Materials regarding applicants not hired for academic positions including faculty, Chair, Dean, Director, and temporary positions (visiting scholars or scientists, clinical faculty, post-doctoral scholars, etc.). May include correspondence with rejected applicants, resumes, curricula vita, letters of reference, research proposals, evaluations of candidates, notes on employment selection, etc. 

Note: Not-hired application materials for Assistant Professor, Research Assistant Professor level or higher must be managed separately - if - the hired candidate is sponsored by the UW for a green card.

Official Copy: Appointing Department - not hired application materials for Assistant Professor, Research Assistant Professor level or higher - if - the hired candidate is sponsored by the UW for a green card.
Retention: 6 years after date of filing the Application for Permanent Employment Certification
Disposition Method: Shred or Delete

Official Copy: Appointing department for all other applicants
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

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Applications for Hourly and Student Employment -- Hired: Materials regarding applicants hired for hourly and student positions. May include applications, resumes, correspondence, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: Hiring Office
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

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Applications for Hourly and Student Employment -- Not Hired: Materials regarding applicants not hired for hourly and student positions. May include applications, resumes, correspondence, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: Hiring Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

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Appointment Packets (Faculty): A record of the process used in the selection of a candidate for an academic position. May include letter from the Chair to the Dean recommending appointment, letter from the Dean to the President recommending appointment, letters of recommendation obtained by the search committee, curricula vita, Biography form, documentation of measures taken to seek minority and women applicants, Applicant Flow Report, job advertisement, job description, background check, etc.

Official Copy: Academic Human Resources -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: Dean's Office and/or Appointing Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

Other Copy: UWT: Finance and Administration
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: UWB: Academic Services
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

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-B-


Ballots for Appointment, Promotion or Tenure: A record of ballots cast by faculty members regarding the appointment, promotion or tenure of another faculty member. 

Official Copy: Academic Offices
Retention: for ballot issues that result in denial of tenure: 3 years after ballots counted
for other appointment, promotion, or tenure ballot issues: 1 year after ballots counted
Disposition Method: Shred or Delete

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Complaint Files (Discrimination and Harassment Complaints not filed with or investigated by UCIRO): Provides a record of complaints investigated locally either by the home department and/or Human Resources, and not by UCIRO. Documents may include, at a minimum, information concerning the complaint and investigation; investigation report; and resolution.

Official Copy: Home Department or Human Resources
Retention: 6 years after file closed
Disposition Method: Shred or Delete

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Complaint Files (includes Discrimination and Sexual Harassment Complaints either filed with or investigated by UCIRO): Provides a record of complaint investigations and resolutions of complaints. May include information about complaint, correspondence, etc. 

Official Copy: Risk Management Office
Retention: 6 years after file closed
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after file closed
Disposition Method: Shred or Delete

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-D-


Departmental Action Notices: A notification, from the Payroll computer system, of upcoming payroll action deadlines, e.g., appointment end date, probation period end date, increment date, etc. 

Official Copy: Home Department
Retention: until payroll action is processed
Disposition Method: Recycle or Delete

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Disciplinary Actions -- Faculty/Academic Personnel: A record of disciplinary actions taken regarding a member of the faculty, including deans, directors, etc. May include documentation of termination for cause. 

Official Copy: Academic Human Resources -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

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Disciplinary Actions -- Hourly or Student Employees: A record of disciplinary actions taken regarding a student or hourly employee. Includes background material.

Official Copy: Employing Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

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-E-


 

Exception Time Reports (ETR): A record certifying changes from the normal number of hours worked by each permanent employee paid on a particular budget for a particular pay period. Includes leave without pay, overtime, shift differentials, etc. (For reports which include both state and grant/contract personnel see UW-GS 7: ETRs for Grants/Contracts)

Official Copy: Payroll
Retention: 6 years after end of the month *on litigation hold--do not destroy.*
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after end of month
Disposition Method: Shred or Delete


 

Expense Distribution Reports for State Budgets:  Verification of amounts paid to each employee on a particular state budget for a particular month.  Reports are considered hard copy printouts from a database. 
 
Official Copy:  Any Office
Retention:  Dispose of as soon as reference purpose is served
Disposition Method: Recycle or Delete
 

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-F-


Faculty Adjudication Files: A record of the judicial proceedings of a faculty committee for the resolution of differences.

Official Copy: University Committees
Retention: 6 years after case closed
Disposition Method: Transfer to Archives for review

Other Copy: College/School or Department
Retention: 3 years after claim resolved
Disposition Method: Shred or Delete

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after claim resolved
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after claim resolved
Disposition Method: Shred or Delete

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Faculty Reviews: Evaluations of UW faculty performance. May be used in evaluations for merit pay. May include yearly activity report on professional activities prepared by a faculty member for review by a Chair or Dean; measures of student performance used to evaluate teaching effectiveness; student course evaluations of instructors; etc.

Official Copy: College/School or Department
Retention: 3 years after completion of review
Disposition Method: Shred or Delete

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Faculty Workload Summary Report: Allows departments to electronically link all instruction with faculty effort. Documents who is instructing every class and reports number of average weekly class contact hours each faculty member spends in providing direct instruction to students. Used for planning purposes. 

Official Copy: College/School or Department
Retention: 1 year after end of academic year
Disposition Method: Shred or Delete

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Faculty Workload System Verification Reports: Used to verify information regarding individual faculty that has been entered into Faculty Workload System. Includes mid-quarter Faculty Surveys and End of Quarter Contact Hours.

Official Copy: College/School or Department
Retention: 1 quarter after end of quarter
Disposition Method: Shred or Delete

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-G-


Grievance Files (Staff Employee Complaint Files): A record of labor-related complaints and grievances. 

Official Copy: Labor Relations Office
Retention: 6 years after case resolved or withdrawn
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after case resolved or withdrawn
Disposition Method: Shred or Delete

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-J-


Job Descriptions: Documentation of titles and descriptions for classified staff positions, professional staff, faculty or hourly positions. Includes background material and distinguishing characteristics. 

Official Copy: Any Office
Retention: until superseded
Disposition Method: Transfer to Archives for review

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-O-


Orientation and Training Files: A record of materials developed and used in the training of new UW personnel.

Official Copy: Employing Department
Retention: until superseded
Disposition Method: Transfer to Archives for review

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Outside Work Approval: Requests from academic personnel to perform consulting work and other professional and public activities outside the UW for compensation. Formerly known as the Request for Approval of Outside Professional Work for Compensation. 

Official Copy: Office of Research
Retention: 6 years after end of academic year in which the services are completed
Disposition Method: Shred or Delete

Other Copy: Dean or Department Chair
Retention: 3 years after the end of academic year in which the services are completed
Disposition Method: Shred or Delete

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after end of academic year in which the services are completed
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after end of academic year in which the services are completed
Disposition Method: Shred or Delete

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Overpayment Repayment Option Documentation:  Documentation of the overpayment repayment process for an employee. Includes the Overpayment Repayment Option Form, Overpayment Notice Letter (PDF), and Overpayment Worksheet.

Official Copy: Payroll Office
Retention:  6 years after Process Date/Final Installment Process Date
Disposition Method:  Shred or Delete

Other Copy:  College/School or Department
Retention:  1 year after Paid in Full
Disposition Method:  Shred or Delete

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-P-


Paycheck Advice Registers (Employee Check Advice Registers): A record of the names and signatures of employees indicating receipt of their paychecks for a particular pay period.

Official Copy: Home Department
Retention: 6 months after end of calendar year
Disposition Method: Shred or Delete

Official Copy: UWT: Finance and Administration
Retention: 6 months after end of calendar year
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 months after end of calendar year
Disposition Method: Shred or Delete

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Payroll Folders -- for Individual Employees: A record of the forms and documentation submitted to Payroll for an individual employee that has a reasonable bearing on the efficient and effective management of the UW and provides a basis for employment and post-employment benefits. 

Official Copy: Payroll
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: Home Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

Other Copy: UWT: Finance and Administration
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: UWB: Finance and Administration
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

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Performance Evaluations: Evaluations of UW staff job performance and reviews of salary. May include backup documentation such as position questionnaires, performance evaluation criteria, etc. 

Official Copy: College/School or Department
Retention: 3 years after completion of review
Disposition Method: Shred or Delete

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Personnel Action Forms (PAF): Documents changes in salary and position for UW employees.

Official Copy: Payroll
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 1 month after receipt (all copies)
Disposition Method: Shred or Delete

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Personnel Records: Comprehensive record of all personnel actions affecting a faculty/academic, or classified and professional staff employee. Includes chairs, deans, directors, and temporary faculty (visiting scholars or scientists, clinical faculty, post-doctoral scholars, etc.). Includes information that has a reasonable bearing on the efficient and effective management of the UW and provides a basis for employment and post- employment benefits. May include application materials and references for hired staff, faculty appointment packet, request for appointment or reappointment, stipend appointment, degree verification, honoraria payment records, request for extension of appointment, report of change in status/reappointment, reclassification documentation for staff and professional personnel, Personnel Action Forms, promotion and salary adjustment, application for leave of absence, biography, summary of outside professional and public activities, excess compensation payment authorization, birth date card, report of resignation or termination, correspondence related to personnel actions, etc.

Official Copy: Human Resources Operations
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Official Copy: Academic Human Resources
Retention: 50 years after termination of employment -- basic biographical information will be retained by the Archives
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

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Personnel Folders -- Hourly, Per Diem, Temporary, and Student Employees: Comprehensive record of a department's employment of an hourly employee. Includes folders for student hourly, work-study, and temporary employees. May include applications, Notices of Temporary Employment, resumes, letters of reference, commendations/reprimands, job descriptions, copies of payroll forms, etc.  

Official Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

Official Copy: Work-Study -- work study records only
Retention: 5 years after December 1st of academic year
Disposition Method: Shred or Delete

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Positive Time Report (PTR): A record certifying the number of hours worked by each hourly and student employee on a particular budget during a particular pay period.

Official Copy: Payroll
Retention: 6 years after end of month *on litigation hold--do not destroy.*
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after end of month
Disposition Method: Shred or Delete

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-R-


Reclassification Documents: Requests for, and correspondence related to, the reallocation of an employee's position to a different classification.

Official Copy: Human Resources Operations -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

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Reference Letters: Letters of reference prepared by UW employees regarding other current or former UW employees with whom they are acquainted. 

Official Copy: Signatory
Retention: 1 year after end of calendar year
Disposition Method: Shred  or Delete

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Request for Approval for Outside Work – Professional and Classified Staff:  This form is used for Professional and Classified staff to obtain advance approval of outside work, whether or not for compensation, whenever the work stems from, could conflict with, or may relate to the employee’s job duties or status as a University employee.

Official Copy: Any Office
Retention: 3 years after Termination of Employment with Department
Disposition Method: Shred or Delete

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Resumes -- Unsolicited: A record of inquiries about employment opportunities not specifically related to an open position. May include correspondence, resumes, curriculum vitae, etc.

Official Copy: Receiving Office
Retention: 1 year after date of receipt
Disposition Method: Shred or Delete

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Retroactive Salary Transfer Requests: Forms used to request and provide an adjustment to an individual's salary record.

Official Copy: Payroll
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: see Electronic Records which do not need to be Retained. Specifically, RSTs.

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-S-


Salary Increase Worksheet: Used to calculate salary increases for faculty and professional staff. May include income spreadsheets and working papers. 

Official Copy: Any Office
Retention: 3 years after salary increase
Disposition Method: Shred or Delete

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Scientific and Scholarly Misconduct Inquiries: Inquiries into scientific or scholarly misconduct which are resolved prior to formal investigation, in which the Office of Scholarly Integrity acts as mediator for the parties involved. 

Official Copy: Office of Scholarly Integrity
Retention: 6 years after resolution of case
Disposition Method: Shred or Delete

Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 6 years after resolution of case
Disposition Method: Shred or Delete

Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 6 years after resolution of case
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 6 years after resolution of case or 3 years after termination of employment, whichever is longer
Disposition Method: Shred or Delete

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Scientific and Scholarly Misconduct Investigation Records -- Unproven: A record of the investigation of unproven allegations against academic personnel regarding plagiarism, falsification of data, intentional misrepresentation of credentials, abuse of confidentiality, or deliberate violation of regulations applicable to research. 

Official Copy: Office of Scholarly Integrity
Retention: 6 years after case dismissed
Disposition Method: Shred or Delete

Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 6 years after case dismissed
Disposition Method: Shred or Delete

Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 6 years after case dismissed
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 6 years after case dismissed or 3 years after termination of employment with department, whichever is longer
Disposition Method: Shred or Delete

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Scientific and Scholarly Misconduct Investigation Records: A record of the investigation of proven allegations against academic personnel regarding plagiarism, falsification of data, intentional misrepresentation of credentials, abuse of confidentiality, or deliberate violation of regulations applicable to research. 

Official Copy: Office of Scholarly Integrity
Retention: 6 years after case closed
Disposition Method: Shred or Delete

Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 6 years after case closed
Disposition Method: Shred or Delete

Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 6 years after case closed
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 6 years after case closed or 3 years after termination of employment with department, whichever is longer
Disposition Method: Shred or Delete

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Scientific and Scholarly Misconduct Records -- Investigations for External Agencies: Materials provided to the Office of Scholarly Integrity for evidence in misconduct inquiry by an external agency.

Official Copy: Office of Scholarly Integrity
Retention: 3 years after completion of UW investigation
Disposition Method: Shred or Delete

Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of UW investigation
Disposition Method: Shred or Delete

Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of UW investigation
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 1 year after information provided to Office of Scholarly Integrity
Disposition Method: Shred  or Delete

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Status Notifications: A notification of upcoming payroll action deadlines, eg: appointment end date, temporary appointment end date, probation period end date, increment date, as well as notifications regarding students, eg: tuition payments and deadlines, etc.

Official Copy: Any Office
Retention: 0 years after end of action process
Disposition Method: Shred or Delete

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Summaries of Outside Professional and Public Activities: Annual report submitted by academic personnel to Dean or Vice President listing professional services offered outside the UW, e.g., lectures, appointments to editorial boards, extended professional service in the community, etc. May also include annual evaluative reports from Deans and Vice Presidents to the President. 

Official Copy: Dean, Vice President -- summaries
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Official Copy: Academic Human Resources -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

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-T-


Tenure Appeals: A record of appeals by faculty who have been denied tenure.

Official Copy: Academic Human Resources -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Official Copy: University Committees -- Adjudication Files
Retention: 6 years after case closed
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with College/School or Department
Disposition Method: Shred or Delete

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

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Tenure/Promotion/Merit Pay Evaluations: A record of evaluations for faculty members eligible for tenure, promotion or merit pay.

Official Copy: Academic Human Resources -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after completion of review
Disposition Method: Shred or Delete

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of review
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of review
Disposition Method: Shred or Delete

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Time Records for Classified & Professional Staff: Submitted by Classified and Professional Staff to request/report leave and overtime hours. 

Official Copy: Any Office
Retention: 1 year after annual audit *on litigation hold--do not destroy.*
Disposition Method: Shred or Delete

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Time Records for Hourly Staff: Departmental source data supporting the Positive Time Report (PTR) sent to Payroll for payment of hourly wages. 

Official Copy: Any Office
Retention: 6 years after fiscal year *on litigation hold--do not destroy.*
Disposition Method: Shred or Delete

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Time Sheets for Classified and Professional Staff, Summary: Departmental form created to provide a detailed summary of all hours worked by an individual employee. Used to track time/overtime/leave time. Supplemental to Form 220. 

Official Copy: Any Office
Retention: 6 years after end of fiscal year *on litigation hold--do not destroy.*
Disposition Method: Shred  or Delete

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Time Sheets for Work Study Students(On-Campus Time Sheets): A signed record of hours worked by students employed under a state or federal work-study program.

Official Copy: Financial Aid Office
Retention: 3 years after the academic year, and up to the following December 1 for reporting purposes *on litigation hold--do not destroy.*
Disposition Method: Shred or Delete

Other Copy: Home Department
Retention: 1 year after end of quarter*on litigation hold--do not destroy.*
Disposition Method: Shred or Delete

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Training Records: A record of presentation or course material developed , gathered and used in training. May include reference material, outlines, handouts, notes, evaluations, and actual presentations.  May include employee registration and rosters.  Includes both required and non-required training.  Training may be provided by POD, UW  Information Technology, eProcurement, etc.

Official Copy: Any Office Providing Training
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Employee
Retention: retain personal training file for 3 years after termination of UW employment
Disposition Method: Shred or Delete

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-V-


Volunteer Application- Accepted

Provides record of volunteers who donate their time to work at the University.

Official Copy: Any Office
Retention: Termination of Service plus 1 year
Disposition Method: Shred or Delete

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Volunteer Applications - Not Accepted/Withdrew

Provides record of individuals denied volunteer status at the University.

Official Copy: Any Office
Retention: End of Calendar Year plus 1 year
Disposition: Shred or Delete

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-W-


Workers Compensation (L&I) Forms: A record of on-the-job injury reports made to the State Department of Labor & Industries when an employee seeks medical assistance. Includes Report of Industrial Injury or Occupational Disease, correspondence, etc.

Official Copy: Risk Management
Retention: 10 years after first L & I closure
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete                 

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