Human Resources Management

Course evaluations for classes taught by non-tenure track faculty that are forwarded to department chairs or deans by faculty members for use in formal performance evaluation processes. Faculty members can choose which evaluations to include. Course evaluations that are not submitted are retained and disposed of by the faculty members.

Course evaluations sent to tenured and tenure-track faculty that are then included in the faculty member’s dossier. Faculty members can choose which evaluations to include. Course evaluations not included in the dossier are retained and disposed of by the faculty members.

Includes material relating to procedures, responsibilities, stipend and other information used to describe the duties of department chairs in a college or the library.

Records relating to employee leave requests and approvals of attendance and leave. May include: requests, approvals, and denials for any form of leave, and leave usage tracking or reporting. Leave requests done via the e-form provided by Human Resources should be retained in the e-form system for the 6 year retention period. Any downloaded or printed copies of the e-form are considered duplicate copies with no retention requirements.

Letters of recommendation written for former employees or students.

Records gathered by an employee's supervisor in preparation for employee's performance evaluation. May include: notes of performance, training and development; job assignments; other related documentation.

Office-level personnel files for faculty and staff (both permanent and temporary), as well as volunteers. May include copies of personnel action forms, employee information forms, or payroll forms that are held by Human Resources. May also include items such as letters of recommendation, awards, or correspondence that are not held by HR. Official personnel files are held by HR, and, for faculty, in the Provost's Office as well.

Personnel files for student employees of any funding-type. May include students' applications and employee information forms. May also include items such as letters of recommendation and workplace awards.

Records relating to the process of recruitment and selection of employees. May include: job announcements and postings; job description and qualifications; eligibility lists for specific positions; applications, resumes and test results; applicant profile data; scoring, ranking and selection criteria; interview questions and evaluations; background and criminal history checks; reference check questions and answers. Applications for hired employees should be held in their personnel files. Unsolicited applications must be held under Unsolicited Employment Applications (Not Hired) (GS 03022.001.18371) for 2 years after received. Certain types of searches (e.g., presidential searches) may create additional records that have either long-term or permanent retention. These additional records may include a report or narrative of the search process, marketing and promotion records, community and stakeholder engagement, meeting records, and applicant pool demographics. In such cases, these additional records should be saved as Records of Committees, Councils, Task Forces, and Other Bodies (GS 10004.001.18332).

Includes faculty evaluations of individual applicants for tenure and/or promotion, reports, merit increases, professional leaves, teaching awards and other faculty awards and honors, correspondence and other materials from college departments and committees that provide support documentation for recommendations made by the Dean to the Provost.