Transcription
UNIVERSITY OF WISCONSIN SYSTEMAND UW-MADISONGRS FOR HUMAN RESOURCES AND PERSONNEL RECORDS2016
University of Wisconsin System and UW-MadisonGeneral Records Schedule for Human Resources and Personnel RecordsProgram Description:UW-System and UW-Madison Human Resources and Personnel SystemsI. INTRODUCTION AND PURPOSEThe University of Wisconsin System comprises fifteen distinct institutions, many of which create and receive records that are similar inpurpose and utility. In the interest of efficiency, therefore, this records schedule identifies categories of records that are common to allUniversity of Wisconsin institutions, so as to avoid making each institution secure a distinct retention schedule for the same categories ofrecords.This GRS is being revised and updated due to the changes where the State of Wisconsin authorized and directed the University of WisconsinSystem to develop two distinct new personnel systems: One for all UW-Madison employees (click to visit UW-Madison’s HR Design project page)One for all other UW System employeesThese new systems were implemented on July 1, 2015.GoalThe two university personnel systems will be developed by taking the aspects of the unclassified and classified service that work best and creatingone system of university employment. The goal is to develop a process to identify personnel policies that have worked well – and that willcontinue to work well when more authority is delegated to the UW institutions. The systems will also maintain commitment to and the integrityof the UW System’s ongoing goal of a diverse and highly qualified workforce. Some specific objectives include: simplification of titling structuresprotection of existing employee rightsestablishment of a compensation structure that enables the UW System to recruit and retain the best, most diverse, and most qualifiedemployeesThis GRS covers the retention and disposition of records relating to all UW System employees both Academic and University Staff. Thiswould include all faculty; academic staff; university staff; graduate students; research assistants; project assistants; and teachingassistants, volunteers, and employees in training and limited appointments.Page 1 of 30[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-MadisonGeneral Records Schedule for Human Resources and Personnel RecordsThe implementation of HRS introduces several factors that impact records retention. They are described in Section III.II. SCOPEThis General Records Schedule governs the retention and disposition of records associated with the following functional areas:1.2.3.4.5.6.7.8.9.Talent Management, Recruitment & Engagement RecordsAffirmative Action & Equal Employment Opportunity & Related RecordsGrievance / Layoff RecordsEmployee Personnel RecordsEmployee Medical Information & HIPPA Privacy ComplaintsEmployee Assistance Program (EAP) and Related RecordsInternational Faculty and Staff RecordsEvaluation and Promotion RecordsHuman Resources Employee Training RecordsIII. HRS and RECORDS RETENTIONThe provisions of this GRS apply to all institutions and employing units in the University of Wisconsin System. HRS, the Human ResourceSystem, holds the official human resource and payroll information received, generated, and maintained on University of Wisconsin Systememployees, however; UW institutions and employing units will continue to maintain HR records including supplemental systems. Thismeans there is a shared responsibility for records retention. This GRS does not address storage media or implementation strategy forrecords retention.III. GUIDELINES APPLICABLE TO THIS GRS:A. Preservation of Historic Records.Historic records are those that must be retained indefinitely because of their historical character. Historic records stored only in electronicform must comply with the legal requirements set forth in: Regent Policy Document 3-2: University of Wisconsin System Public RecordsManagement; and Administrative Rule 12: Electronic Records Management-Standards and Requirements. It is expected that some humanresources records will be classified as having historical or permanent value to either UW System or the employing UW System institution.Page 2 of 30[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-MadisonGeneral Records Schedule for Human Resources and Personnel RecordsB. Use of the Records Series Approach.The records schedules included within this document were developed using the “records series” approach defined in Wis. Stat.§16.61(2)(c).C. Use of Flexible Scheduling or Big Bucket Approach.Enterprise Resource Planning-ERP systems, such as PeopleSoft, provide the capability to create a wide variety of reports and queries tothe system. The flexible scheduling or ‘Big Bucket’ approach means that some items within the GRS cover records in multiple series and/orelectronic systems that relate to the same subject matter, business function, or work process. All the series/systems covered by a bigbucket item have the same ultimate disposition. The records within the bucket are either all permanent or all temporary and, if the bucketis temporary, all the series/systems within it have the same retention period.Schedule does not require the Creation of Records: It is understood that not all departments have all the types of personnel records discussedin this Guide. Offices are advised not to create additional records beyond those that are required or necessary to document personneltransactions.D. Destruction Authorization.The records schedules included within this document establish minimum retention periods for each type of record. The disposition ofeach record is assumed to be destruction after its minimum retention period. However, expired records may be retained beyond theretention date in the discretion of University administrators.E. Duplicate personnel records and shadow filing systems.While retention periods outlined in this GRS apply to the official record, the maintenance of duplicate records and shadow filing systems iscommon in the personnel process. If any unique material is present in a file, it is no longer a duplicate but represent another originalrecord. It must be maintained the same period of time as the original record.F. DefinitionsApplicant— (Definition retrieved from the Dept. of Labor 2-28-2011). An “Applicant” is defined as an individual who satisfies the following fourcriteria: The individual submits an expression of interest in employment through the Internet or related electronic data technologies; The contractor considers the individual for employment in a particular position; The individual's expression of interest indicates the individual possesses the basic qualifications for the position; andPage 3 of 30[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-MadisonGeneral Records Schedule for Human Resources and Personnel Records The individual at no point in the contractor's selection process prior to receiving an offer of employment from the contractor,removes himself or herself from further consideration or otherwise indicates that he or she is no longer interested in the position.G. Supervisors may maintain in their own files information they believe is helpful or necessary to manage workload and employees.Supervisors should be aware that if they share this written information with any other person, the material may become subject toOpen Records Law requests. While subunits within an employing unit may wish to retain files of duplicates of personnel file materialfor ease of access, this is not encouraged. Do not keep such material longer than needed. If convenience copies are retained,appropriate access to these copies must be provided in response to audit or legal request and per Open Records Law.CONDITIONS AFFECTING FINAL DISPOSITIONAll recommended dispositions provided within this schedule may be carried out by University of Wisconsin administrators except thatrecords may not be destroyed where required to be retained by law or policy including, but not limited to, a pending public recordsrequest, lawsuit, audit, or legal hold.*Access Requirements:Records in this schedule are considered confidential and may contain Personally Identifiable Information (PII). May contain certain personnelrecords subject to Wis. Stat. § 19.36(10) and the balancing test. Some personnel-related records are confidential, such as employee medicalrecords, examination scores and rankings and other evaluation of applicants, dismissals, demotions, and other disciplinary actions, andcertain pay survey data identified as confidential in Wis. Stats ------------------Laws & Requirements: Wis. Stat. § 19.36(10) Employee Personnel RecordsWis. Stats §230.13 Closed Records29 U.S. Code § 626 - Recordkeeping, investigation, and enforcement.29 CFR§1627.3 -Age Discrimination in Employment Act (ADEA)29 CFR§1602.32 - Title VII of the Civil Rights Act of 196429 CFR§ 1602.14- Preservation of records made or kept20 CFR §655.760(a) -What records are to be made available to the public, and what records are to be retained?20 CFR §656.10(f) - Retention of documentsWis. Stat. 146.81 - 146.84 - Confidentiality of Health RecordsWis. Stat. 51.30 - Mental Health RecordsPage 4 of 30[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-MadisonGeneral Records Schedule for Human Resources and Personnel Records HIPPA Privacy Rule at 45 CFR Parts 160 and 164Americans with Disabilities Act (ADA) Amendments Act of 2008Genetic Information Nondiscrimination Act (GINA) 20088 U.S.C. §13249(a) - Federal Immigration Reform and Control Act of 1988Title VI of the Civil Rights Act of 1964Title IX of the Education Amendments of 1972Age Discrimination Act of 1975Section 503/504 of the Rehabilitation Act of 1973Title II of the Americans with Disabilities Act of 1990, as amendedElectronic Systems:There are several electronic systems that interact with Human Resources.HRS (Human Resource System) is an integrated system and incorporates all human resources, benefits, and payroll operations across the UWSystem. The implementation of HRS represents a major paradigm shift from mixed recordkeeping environment (paper and electronic) to one inwhich the official records (data) are mostly electronic, and likely to become fully electronic in the future. This system became operational in April18, 2011.JEMS Hire (Job and Employee Management System) – UW Madison Only.JEMS Hire is a computer data system that is used to for specific personnel actions like hiring employees into jobs only on the UW Madison campus.The information is connected to HRS where it is stored.CHRIS - Classified Human Resource Information SystemThe Classified Human Resource Information System is a JEMS sub-system and supports UW-Madison and human resource transactions (e.g.vacancies, reclassification requests, and updates to position descriptions, etc.) related to University Staff.It has two components:1) CHRIS (position descriptions)2) CHRIS-HR (other human resource functions)The purpose is to automate personnel functions and make them consistent across the campus. It is used by supervisors and human resource staff.The primary users of the system are UW - Madison supervisors, department and division Human Resources staff, and Office of Human Resources(OHR) staff.Page 5 of 30[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-MadisonGeneral Records Schedule for Human Resources and Personnel RecordsTAM- Talent Acquisition Management System - This is an HRS module which manages the application and hiring process used by some UWcampuses. The UW-Madison campus does not use the TAM module.Position Vacancy Listing (PVL)The Position Vacancy Listing (PVL) is the web-based JEMS system used by UW Madison human resource staff to recruit most faculty, limited andacademic staff positions. Each position in the PVL system is given a unique number to identify it.Content Management System: Personnel Records are being management by the institutional Human Resources Department in this DocumentManagement/Content Management System. (Lexmark’s ImageNow)Official Records & Copies:This schedule specifies the designated location of the official record for each series listed. It also identifies retention policies for all copies of records, in alllocations and in all records media. Official Record: The official record is the most complete and up-to-date version. Working Copies: Staff may generally destroy rough draft materials that are subsequently finalized and maintained as part of the official record. However,staff may retain significant drafts when needed to document the decision-making process within the official record. Reference or Convenience Copies: Staff may maintain duplicate or working copies of records described in this schedule for convenience and/orreference purposes. Copies may be retained for as long as needed, but they should not be kept longer than the RDA for the official copy of record asspecified in this schedule. Do not maintain unnecessary duplicate copies. When retained for “convenience of reference only,” copies are considerednon-records under Wis. Stat. § 16.61(2). Do not send copies to storage or retain them for longer than the retention periods specified for the officialcopy.For additional information and assistance implementing this retention schedule, contact:Agency Records Officer authorized by UW Records Officer Council: Peg Eusch, CRM Peg.eusch@wisc.eduPage 6 of 30[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-MadisonGeneral Records Schedule for Human Resources and Personnel RecordsApproval SignaturesAgency Program ManagerDate (mm/dd/ccyy)Agency Records OfficerDate (mm/dd/ccyy)PUBLIC Records Board Approval: Authorization is contingent on restrictions to record destruction contained in Wis. Stat. § 19.35(5), Open Records Law, and that norecords are destroyed if litigation or audit involving these records has commenced or is anticipated.State ArchivistDate (mm/dd/ccyy)Page 7 of 30PRB Executive SecretaryDate (mm/dd/ccyy)[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-Madison7. Confidential8. Essential (opt.)/Status2.6. Registry Exempt1. RDA #5. PIIGeneral Records Schedule for Human Resources and Personnel RecordsN-N-3. RecordSeries Title / DescriptionSeries 4. MediumYear of for RecordCreation Storage9. Official10. RetentionRecord / DispositionLocation/ Event(opt.)1. Talent Management, Recruitment and Engagement RecordsUWHR0100NEWUWHR0101NEWUWHR0102NEWHR Personnel Hiring and Position Change Forms andRequestsN/AThis series document the Human Resource forms, such asCreate a Position, Hire a Person(with a Position), Hire aPerson(without a Position), Add a person, Change aPosition, Job Change with and without a position, Additionalinformation for Student Help, Change a Person, VacationOption election Form, Self-Identification Form, EmergencyContact form. These forms function much like the formerPersonnel Action Forms in that they authorize changes tothe HRS system.Position Vacancy Listing – PVL or PositionAnnouncementEVT 2EVENT the datethe request isapproved ordeniedDestroy/DeleteConfidentialN/AThis series documents the listings of positions (Academic,University, Faculty, Project and LTE). The PVL describes theposition which is being recruited , including informationregarding: employing unit and payroll (funding) sources(s),position title, type of appointment, salary level, dates ofavailability and appointment, position descriptions anqualifications and approval signatures.Unsolicited Resumes and General Expression ofN/AInterest in EmploymentThis records series includes applicant material receivedfor that were not in response to any particular position.Page 8 of 30ElectronicformatPaper orElectronicformatNN-EVT 6EVENT Date thatthe position isfilled.DestroyPaper orElectronicformatY Yes d.EmployeesY-EVT 1 YearEVT Date ofReceiptDestroy/DeleteConfidential[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-MadisonSeries 4. MediumYear of for RecordCreation Storage8. Essential (opt.)Series Title / Description7. Confidential/Status2.5. PII1. RDA #3. Record6. Registry ExemptGeneral Records Schedule for Human Resources and Personnel RecordsY-9. Official10. RetentionRecord / DispositionLocation/ Event(opt.)Materials may include curriculum vitae; letter ofinquiry; and letter of recommendation.Note: See definition of applicant on 3.F Definitions.UWHR0103NEWUWHR0104NEWCriminal Background ChecksN/AThis series documents a record of criminal backgroundchecks made on UW employees at the time of hire.These records include, but are not limited to (1) theconfidential self-disclosure job applicationsupplements; (2) the criminal background checkreports; (3) Records related to notification of theapplicants of a decision not to hire. Original backgroundchecks are confidential materials and are to be keptseparate from the personnel file. EEOC and Fair CreditReporting Act.Paper orElectronicformatFederal I-9 Employee Eligibility Verification -HiredThis series includes the Federally required forms thatverify and check employment eligibility and employeeidentity. This is maintained in a separate file.Paper orElectronicformatN/AY Yes d.EmployeesDestroy/DeleteConfidentialY Yes d.EmployeesY-NEWFederal I-9 Employee Eligibility Verification TerminatedThis series includes the Federally required forms thatverify and check employment eligibility and employeeidentity. This is maintained in a separate file.EVT 3 YearsEVENT Date ofhireDestroy/DeleteConfidential8 U.S.C. §13249(a)UWHR0105CR 7CR Date ofCreationN/APaper orElectronicformatY Yes d.EmployeesY-EVT 1EVENT Date ofTerminationDestroy/DeleteConfidential8 U.S.C. §13249(a)Page 9 of 30[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-MadisonNEWSeries 4. MediumYear of for RecordCreation StorageSearch and Screen Committee RecordsN/AThis series documents the activities of the candidateand committee search activities for positions that arenot at a Higher Level. This series includes, but is notlimited to minutes, list of candidates and nominees, listof interviewees, press releases and other publicitymaterials, position description, position vacancyannouncements, list of search and screen committeemembers, list of colleagues and professionalorganization from which nominations may have beensought, sample letter sent to applications, samplequestions used in interview process, rejected letter ofoffer and video presentations and any othercorrespondences related to the search process.Paper;Electronicor VideoformatYYes d.Employees8. Essential (opt.)UWHR0107Series Title / Description7. Confidential/Status2.5. PII1. RDA #3. Record6. Registry ExemptGeneral Records Schedule for Human Resources and Personnel RecordsY-9. Official10. RetentionRecord / DispositionLocation/ Event(opt.)EVT 6EVENT Date thatthe position isfilled.Destroy/DeleteConfidential(29 U.S. Code § 626 and 29 CFR§1627.3 (Age Discrimination inEmployment Act (ADEA)) and 29 CFR §1602.32(Title VII of the CivilRights Act of 1964).UWHR0108NEWSearch and Screen Committee Records – Higher Level N/ASearchThis series documents the activities of the candidateand committee activities search for Dean positon andhigher levels of Administration. This series includes,but is not limited to minutes, list of candidates andnominees, list of interviewees, press releases and otherpublicity materials, position description, positionvacancy announcements, list of search and screencommittee members, list of colleagues and professionalorganization from which nominations may have beensought, sample letter sent to applications, samplequestions used in interview process, rejected letter ofPage 10 of 30Paper;Electronicor VideoformatYYes d.EmployeesYes-EVT 6EVENT Date thatthe position isfilled.Transfer toInstitutionalArchives[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-Madison7. Confidential8. Essential (opt.)/Status2.6. Registry Exempt1. RDA #5. PIIGeneral Records Schedule for Human Resources and Personnel RecordsNN/AN-3. RecordSeries Title / DescriptionSeries 4. MediumYear of for RecordCreation Storage9. Official10. RetentionRecord / DispositionLocation/ Event(opt.)offer and video presentations and any othercorrespondences related to the search process.(29 U.S. Code § 626 and 29 CFR§1627.3 (Age Discrimination inEmployment Act (ADEA)) and 29 CFR §1602.32(Title VII of the CivilRights Act of 1964).UWHR0109NEWCompensation, Titling and Salary Equity RecordsThis record series consists of, but is not limited tomarket compensation data, position and job familyanalysis, titling structure, labor market surveys andreports.N/APaper andElectronicformatEVT 6EVENT Date thatanalysis or surveyis completeDestroy/Delete2. Affirmative Action and Equal Employment Opportunity & Related RecordsUWHR0200NEWAffirmative Action Records -EEOC (Equal EmploymentOpportunity Commission) - Applicant Pool andReporting by Job Group/CategoryThis series documents affirmative action form(s) thatthe applicant is required to complete or fulfillaffirmative action job reporting requirements (such asthe applicant pool summary containing the number ofapplicants, race, gender breakdowns and dispositionstatuses). This is a report of aggregate data from theTAM/recruitment file and applicants as they apply foreach position. It also include reporting by eachinstitution by job group/category.Page 11 of 30NAPaper andElectronicformatY Yes d.EmployeesY-EVT 6EVENT Date theposition is filled.Destroy/DeleteConfidential[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-MadisonUWHR0201NEWUWHR0202NEW8. Essential (opt.)/Status7. Confidential2.6. Registry Exempt1. RDA #5. PIIGeneral Records Schedule for Human Resources and Personnel RecordsN-N-3. RecordSeries Title / DescriptionSeries 4. MediumYear of for RecordCreation StorageAffirmative Action Records -EEOC (Equal Employment N/AOpportunity Commission) - PlansThis series documents Affirmative Action plans for UWSystem Campuses in compliance with Wis. Stat. §230.04(9) and 29 CFR§ 1602.32 and 29 CFR29§ 1608.4.Each institution within the UW-System has an AArelated plan which contains policy related items andworking papers.Paper andElectronicformatDiscrimination Complaint FilesThis series documents the investigation into any act(s)of discrimination filed by and employee. This seriesmay include, but is not limited to: investigative andinterview notes, logs, reports, and Equal EmploymentOpportunity Commission (EEOC) claims.Paper andElectronicformatN/A9. Official10. RetentionRecord / DispositionLocation/ Event(opt.)EVT 3EVENT Date thatplan is updated,obsolete,rescinded orsupersededDestroy/DeleteY Yes d.EmployeesY-EVT 6EVENT Date thatPersonnel Actionwas resolved orTerminationDestroy/DeleteConfidential29 CFR§ 1602.14Also includes Title VI, Title IX and ADA investigations.3. Grievance/Layoff Related RecordsUWHR0300NEWGrievance/Complaint Tracking LogN/AAn electronic system, database or mechanism to track thegrievances filed by employees at the University. Tracking systemsor logs may include information about the grievant, contractuallanguage being grieved, relief sought, grievance response, statusof grievance and potential arbitration results.Page 12 of 30Paper andElectronicformatY Yes d.EmployeesY-EVT 6 YearsEVENT Date thatComplaint orGrievance isresolvedDestroy/DeleteConfidential[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-MadisonNEWSeries 4. MediumYear of for RecordCreation StorageEmployee Complaints and/or Grievance RecordsN/AThis series documents the initial complaint, actions, investigation,summary, and deposition of an employee grievance or complaint.This series may include, but is not limited to: investigative andinterview notes, logs, and reports and appeals.Paper andElectronicformatY Yes d.Employees8. Essential (opt.)UWHR0301Series Title / Description7. Confidential/Status2.5. PII1. RDA #3. Record6. Registry ExemptGeneral Records Schedule for Human Resources and Personnel RecordsY-9. Official10. RetentionRecord / DispositionLocation/ Event(opt.)EVT 6 YearsEVENT Date thatComplaint orGrievance R0303NEWUWHR0304NEWWritten ComplaintsN/AThis series documents written complaints made about faculty orstaff. A copy of the written complaint which leads to a disciplinaryaction and any notice of the action taken is transferred to theemployees institutional personnel file.Paper andElectronicformatFormal University Grievance FilesThis record series includes records relating to grievances filedunder the authority of the official University, Faculty, AcademicStaff Policies and Procedures.Paper andElectronicformatN/AEmployee Lay-Off RecordsN/AEmployee layoff records may include, but are not limited to:notice of risk status or impending layoff; all union/individualnotices; copy of the layoff plan to include organizational charts, ifappropriate; any other documents that detail or explain the layoffas it affected the employee, seniority lists, referral to otherpositions, and documentation that a reasonable offer was andeither accepted or turned down. Other records covered under thisseries are related to the process by which faculty or academic staffPage 13 of 30Y Yes d.EmployeesY-EVT 6 YearsEVENT Date ofFinal DecisionDestroy/DeleteConfidentialY Yes d.EmployeesY-EVT 6 YearsEVENT Date ofFinal ActionTransfer toInstitutionalArchivesPaper andElectronicformatY Yes d.EmployeesY-EVT 6 YearsEVENT EffectiveDate of the LayoffDestroy/DeleteConfidentially[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-MadisonSeries 4. MediumYear of for RecordCreation Storage8. Essential (opt.)Series Title / Description7. Confidential/Status2.5. PII1. RDA #3. Record6. Registry ExemptGeneral Records Schedule for Human Resources and Personnel RecordsY-9. Official10. RetentionRecord / DispositionLocation/ Event(opt.)is laid off from their position, including hearing transcripts andother evidence and recommendations from the Committee onFaculty rights and Responsibility or other appropriate body.UWHR0305NEWNon-Renewal of Appointment – Academic Staff /FacultyN/AThis series includes records relating to incidents where a faculty oracademic staff member fails to have their appointment renewed.Records may include, but are not limited to: notice of non-renewalfrom the employee’s supervisor, department or dean oradministrative officer making the decision, reason for nonrenewal, written request for full review or appeal; records of anappeal, and any other report to the dean or chancellor.Paper orElectronicformatY Yes d.EmployeesEVT 6 YearsEVENT Date ofFinal DecisionDestroy/DeleteConfidentially4. Employee Personnel RecordsUWHR0400NEWUWHR0401NEWPersonnel Records – University Staff, Academic StaffNAand FacultyThis series documents the university employees OfficialPersonnel record which are managed by the InstitutionsHuman Resources Department.Electronicformat –(Stored inCareer File - Faculty and IndefiniteNAThis series contains documents related to the Faculty orAcademic Indefinite employee during their employmentat the Institution . Files may contain, but are not limitedto the following documents:Paperformat Letters of application Resume or Curriculum Vitae (CV) Letters of Recommendation or reference Letters of offer or appointment, reappointment orpromotionPage 14 of 30Y Yes d.EmployeesY-ContentManagementSystem)Institutional EVT 10Level Human EVENT ResourcesSeparation fromInstitutionDeleteConfidentialY Yes d.EmployeesY-Theserecords aremaintainedby theDepartmentor Unitwithin theInstitutionEVT 30EVENT Separation fromUnit orDepartment orInstitutionTransfer to theInstitutionalArchives[GRS for UW-System and UW-Madison for Human Resources and Personnel Records][20160307]
University of Wisconsin System and UW-MadisonSeries 4. MediumYear of for RecordCreation Storage8. Essential (opt.)Series Title / Description7. Confidential/Status2.5. PII1. RDA #3. Record6. Registry ExemptGeneral Records Schedule for Human Resources and Personnel RecordsY-9. Official10. RetentionRecord / DispositionLocation/ Event(opt.) Letter of Acceptance, Tenure or Indefinite appointment Personnel action forms Notices of faculty or academic evaluations or performanceevaluations 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 Career materials such as news stories, congratulatory letter,list of publications or articles, awards or commendations.UWHR0402NEWCareer File - Academic (Excluding UW-Madison)This series contains documents related to the nontenured Faculty or Academic employee during theiremployment at the Institution . Files may contain, butare not limited to the following documents: Letters of application Resume or Curriculum
University of Wisconsin System and UW-Madison General Records Schedule for Human Resources and Personnel Records. Page 6 of 30 [GRS for UW-System and UW-Madison for Human Resources and Personnel Records] [20160307] TAM- Talent Acquisition Management System - This is an HRS module which manages the application and hiring process used by some UW
