Human Resources Management

Course Evaluations – Non-Tenure Track Faculty

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain until completion of performance evaluation and resolution of any ongoing performance issues

Disposition after Retention

Destroy

Disposition Authority Reference

GS 03024.0003.19134

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

2021 March 02

Display Notes

Faculty members should retain their copies of course evaluations for 1 year after the completion of the performance evaluation cycle to which the course evaluations apply.

Course Evaluations – Tenured and Tenure-Track Faculty

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain until completion of performance evaluation and resolution of any ongoing performance issues

Disposition after Retention

Destroy

Disposition Authority Reference

GS 03024.0003.19136

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

2021 March 02

Display Notes

Faculty members should retain their copies of course evaluations for 1 year after the completion of the performance evaluation cycle to which the course evaluations apply.

Department Chair Description

Who can use this?

All Offices

Record Description

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

Retention Requirement

Retain for 6 years after superseded

Disposition after Retention

Transfer to University Archives for historical appraisal and selective retention as an archival record

Record Status

ARCHIVAL RECORD

Disposition Authority Reference

17-06-69049.0003.18621

Approved by State Records Committee

2021 June 02

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

Leave Records

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain for 6 years after fiscal year

Disposition after Retention

Destroy

Disposition Authority Reference

GS 03030.0001.18405

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

Letters of Recommendation

Who can use this?

All Offices

Record Description

Letters of recommendation written for former employees or students.

Retention Requirement

Retain for 3 years after fiscal year

Disposition after Retention

Destroy

Disposition Authority Reference

17-06-69053.0001.18620

Approved by State Records Committee

2021 June 02

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

Performance Evaluations – Supervisor Preparation

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain until completion of evaluation and resolution of any ongoing performance issues

Disposition after Retention

Destroy

Disposition Authority Reference

GS 03024.0001.18376

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

Personnel Files (Office Copies)

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain for 6 years after separation from unit

Disposition after Retention

Destroy

Record Status

ESSENTIAL RECORD

Disposition Authority Reference

GS 03042.0001.18403

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

Personnel Files (Student Employees)

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain for 6 years after separation from unit

Disposition after Retention

Destroy

Record Status

ESSENTIAL RECORD

Disposition Authority Reference

GS 03042.0001.18406

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

Search and Recruitment Records

Who can use this?

All Offices

Record Description

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).

Retention Requirement

Retain for 3 years after completion of recruitment/hiring process

Disposition after Retention

Destroy

Disposition Authority Reference

GS 03012.0001.18404

Approved by State Records Committee

2021 August 04

Last Updated / Revised by UARM

2018 April 09

Tenure and Promotion Files

Who can use this?

All Offices

Record Description

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.

Retention Requirement

Retain for 7 years after fiscal year

Disposition after Retention

Destroy

Disposition Authority Reference

14-09-68685.0003.18567

Approved by State Records Committee

2021 June 02

Last Updated / Revised by UARM

This record's title or description has not been updated or revised since its initial writing.

Display Notes

The deans' offices hold these records.