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Home > HR Services > Index of Data Retention Schedule > Data Retention Schedule

Data Retention Schedule

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A

ADA Accommodation Result Letter

This document informs an employee and their supervisor as to whether the employee has a disability as defined by the ADA. 

Primary Record Value:

Legal

Record Classification:

Limited access/Restricted

Original Record

Location:

Employee

Retention Period:

NA

Disposal Method:

NA

Copies of Record

Location:

Department Employee Medically Related file and Campus HR Office

Retention Period:

Department - Until employee leaves department

Campus HR Office – 5 years post termination

Disposal Method:

Department - Send to campus HR office when employee leaves department

Campus HR Office – Shred/Electronic deletion

Advertisements for new Department Positions 

Position advertisements drafted by departments and managed by Campus HR offices for posting on external sites (example Higher Ed Jobs).     

Primary Record Value:

Administrative

Record Classification:

Public

Original Record

Location:

Campus HR Office

Retention Period:

5 years

Disposal Method:

Recycle

Copies of Record

Location:

Copies not to be maintained

Retention Period:

NA

Disposal Method:

NA

Application for Temporary Employment

Applications for Temporary employment are initiated by applicants and submitted to hiring departments.

Primary Record Value:

Legal/ Administrative

Record Classification:

Limited access/Restricted

Original Record

Location:

Paper: Bloomington – Hiring Department

Other Campuses: Campus HR Office

Electronic: OLA

Retention Period:

Non-selected applicants – retain for 5 years from date of application

Selected applicants - retain for length of employment plus 5 years post termination from department

Disposal Method:

Shred/Electronic deletion

Copies of Record

Location:

Copies not to be maintained

Retention Period:

NA

Disposal Method:

 NA

Application for Staff Employment

Job applications for Staff positions are retained in the Online Application System (OLA) or on paper where OLA is not currently used. 

Primary Record Value:

Legal/ Administrative

Record Classification:

Limited access/Restricted

Original Record

Location:

Electronic – OLA

Paper - Campus HR Office

Retention Period:

Non-selected applicants – 5 years from date of application

Selected applicants - 5 years post termination

Disposal Method:

Shred/Electronic deletion

Copies of Record

Location:

Copies not required

Retention Period:

N/A

Disposal Method:

N/A

Awards

Complimentary Letters
Letters/emails or staff incident reports regarding employees positive performance that is sent/given to employee or supervisor.

Professional Awards
These are formal certificates (for recognition, education e.g.), licenses, and etc…

Staff Merit Award Documentation
Documents related to the nomination and award of staff merit awards.  This documentation may include, Copies of award letters, recommendations and nominations.

Staff Report Commendations
Form used to document the commendation of employees.  Copies are maintained in the Personnel file.  Copies may also be kept in the department and are provided to applicable union(s).  

Primary Record Value: 

Historical

Record Classification:

Public

Original Record

Location:

Bloomington - Department  Personnel File

Other campuses – Campus HR Office

Retention Period:

Bloomington departments – Retain until employee leaves department

Campus HR Office –  5 years post termination

Disposal Method:

Bloomington departments – Send to Campus HR Office after employee leaves the department;

Campus HR Office - Shred/Electronic deletion;

Copies of Record

Location:

 Not Required

Retention Period:

 NA

Disposal Method:

 NA

B

Background Consent Form

This is a form completed by a job applicant that gives consent to undergo a criminal background check as part of the employment process. 

Primary Record Value:

Legal/Administrative

Record Classification:

University Internal

Original Record

Location:

Paper -
     Bloomington – Department HR office;
     Other Campuses – Campus HR Office

Electronic - OLA

Retention Period:

Non-selected applicants
     Electronic - 5 years from date of application
     Paper - retain until employee leaves department

Selected applicants
     Electronic - 5 years post termination
     Paper - retain until employee leaves department

Disposal Method:

Electronic - Electronic deletion
Paper - Send to campus HR office

Copies of Record

Location:

Copies not to be maintained

Retention Period:

NA

Disposal Method:

NA

Background check report

The background check report is compiled by an outside consultant (GIS). 

Primary Record Value:

Legal/Administrative

Record Classification:

Limited access/Restricted

Original Record

Location:

Campus HR Office

Retention Period:

5 years post termination

Disposal Method:

Shred/Electronic deletion

Copies of Record

Location:

In cases where application is for a position in child care, a copy of the background check report for the selected candidate is sent to the Child Care Office.

Retention Period:

Until employee leaves department

Disposal Method:

Shred

C

Conditional Employee Agreement (As related to Corrective Action)

This form is filled out by the employee and initiating department.  It is used to document an employment agreement with terms of continued employment with IU.   The initiating department sends a copy to the Campus HR Office, other offices if necessary, and retains a copy in the Department Personnel File.

Primary Record Value: 

Legal

Record Classification:

University Internal

Original Record

Location:

Employee

Retention Period:

NA

Disposal Method:

NA

Copies of Record

Location:

Campus HR Office/Dept. Personnel File and Union where applicable

Retention Period:

Department - Retain until employee leaves department

Campus HR - Indefinite*

Disposal Method:

Department - Send to Campus HR office when employee leaves department
     Department - N/A
     Union - N/A

*Historical review of employee performance and documentation of serious misconduct. This documentation is essential to justify conditional and no rehire term reasons and should be kept indefinitely.

Conditional Employee Agreement (As related to Drug & Alcohol)

This form is filled out by the employee and initiating department.  It is used to document an employment agreement with terms of continued employment with IU.   The initiating department sends a copy to the Campus HR Office, other offices if necessary, and retains a copy in the Department Personnel File.

Primary Record Value: 

Legal

Record Classification:

University Internal

Original Record

Location:

Employee

Retention Period:

NA

Disposal Method:

NA

Copies of Record

Location:

Campus HR Office/Dept. Personnel File/Union/Office of Insurance, Loss Control & Claims (for DOT/CDL Related)

Retention Period:

Department - Retain until employee leaves department

Campus HR - Indefinite*

Disposal Method:

Department - Send to Campus HR Office when employee leaves department
     Campus HR - N/A
     Union - N/A
     Office of Insurance, Loss Control & Claims - N/A

* Historical review of employee performance and documentation of serious misconduct. This documentation is essential to justify conditional and no rehire term reasons and should be kept indefinitely.

E

Employee Promotion Evaluation Form

This is a form provided to the department to complete for employees being promoted within the university. 

Primary Record Value:

Historical

Record Classification:

University Internal

Original Record

Location:

Bloomington - Department  Personnel File

Other campuses – Campus HR Office

Retention Period:

Bloomington departments - Retain until employee leaves department;

Campus HR Office – 5 years post termination

Disposal Method:

Bloomington departments - Send to Campus HR Office after employee leaves the department;

Campus HR Office – Shred/Electronic Deletion

Copies of Record

Location:

Copies not required.

Retention Period:

NA

Disposal Method:

NA

Employee Relations Files

These are paper and electronic files kept by employee name or department that are retained by Campus HR Offices.  The electronic file contains summaries of Employee Relations cases and the paper files include notes and any supporting documents related to these cases.  Materials may include disciplines, terminations, reductions in force, drug and alcohol investigations, motor vehicle record checks, complaints of fair treatment, violence, and whistleblower, and other employee related concerns.  Electronic and paper files related to grievances, FMLA, and unemployment, are each maintained separately. 

Primary Record Value:

Legal

Record Classification:

Critical

Original Record

Location:

Campus HR Office 

Retention Period:

5 years post termination

Disposal Method:

Shred/Electronic Deletion

Copies of Record

Location:

Copies may exist with University Counsel office and Employing Department

Retention Period:

University Counsel office: As determined by University Counsel

Employing Department: Until employee leaves the department

Disposal Method:

Employing Department: Send to Campus HR Office after employee leaves the department

University Counsel: N/A

Essential and Marginal Job Functions Worksheet (Used in conjunction with FMLA and ADA)

This form describes the essential and marginal functions of a position. 

Primary Record Value: 

Legal

Record Classification:

University Internal

Original Record

Location:

Campus HR Office

Retention Period:

 As long as position exists

Disposal Method:

Shred/Electronic Deletion

Copies of Record

Location:

Department files

Retention Period:

As long as position exists

Disposal Method:

Shred/Electronic Deletion

F

Family Medical Leave Act (FMLA) Files 

These are files kept by employee name that are retained by the campus human resources office.  The file contains pertinent information regarding an employee’s documented FMLA for tracking and historical purposes and any of the completed FMLA forms listed below which document an employee’s FMLA.

Form 1 Leave Notice
This form is filled out by the employee and/or department; it initiates the Family Medical Leave Act (FMLA) process.  

Form 2E Medical Certification for Employee
This form is completed by the employee, department and physician to document the medical condition of the employee and show that the employee qualifies for FMLA along with any work restriction.  

Form 2F Medical Certification for Family
This form is completed by the employee, department and physician, to document the medical condition of the employee's family member and show qualification for FMLA as well as time estimates for leave. 

Certification for Military Family Leave
This form is filled out by the employee and/or department.  It initiates the Family Medical Leave Act (FMLA) related to a qualifying exigency for Military Family Leave. 

Certification for Serious Illness/Injury Military Service Member
This form is filled out by the employee and/or covered service member, care provider and/or department.   The form is to initiate and qualify the Family Medical Leave Act (FMLA) related to a serious injury or illness of a covered service member. 

Form 3 - Intent to Return and Fitness for Duty/Medical Release
This is a form completed by the employee and physician.  This form is used to provide fitness for duty and ability to return to work, or used for the employee to state that they cannot or do not intend to return to work.

Medical Recertification Request for FMLA Leave
This is a template completed by the department and retained by the campus HR Office.  This template is used to draft a request for recertification of FMLA leave; it is used when frequency of absences changes and/or condition changes. 

Primary Record Value: 

Legal

Records Classification:

Critical

Original Record

Location:

Campus Human Resource Office (Separate from Personnel files)

Retention Period:

Current plus 4 years

Disposal Method:

Shred/Electronic Deletion

Copies of Record

Location:

Department FMLA Files (Separate from Personnel files)

Retention Period:

 Until employee leaves the department

Regional Campus HR Offices may opt not to maintain FMLA Files in Departments

Disposal Method:

Send to Campus HR Office after employee leaves the department

G

Grievance Files

These files contain summaries of grievances and other pertinent information, listed below, such as time lines; grievance stages and disposition; the applicable completed grievance form which documents the alleged policy violation(s), who it was grieved to, the situation that caused the grievance to be filed, and the desired resolution; management responses at the various stages; investigation notes; and other pertinent information. 

Grievance Form for Temporary Employees   
This is a form completed by the employee. This form is used to initiate the grievance process for Temporary employees.

Grievance Form for Professional and Non Union Support Staff 
This is a form completed by the employee.  This form is used to initiate the grievance process for Professional and/or Non-Union employees.

Grievance Form for Union Represented Service Maintenance Employees 
This is a form completed by the employee and/or AFSCME representative.  This form is used to initiate the grievance process for AFSCME covered Service Maintenance employees. 

Grievance Form for Union Represented Support Staff
This is a form completed by the employee and/or CWA representative.  This form is used to initiate the grievance process for CWA covered Support Staff employees.

Primary Record Value: 

Legal

Records Classification:

Limited access/Restricted

Original Record

Location:

Campus HR Office (Separate from Personnel files)

Retention Period:

Indefinite

Disposal Method:

NA

Copies of Record

Location:

Department/Union (when applicable) /Grievant/Possibly University Counsel - (Separate from Personnel files)

Retention Period:

Departments do not need to retain

Disposal Method:

Shred/Electronic Deletion

H

Hiring/Interview Materials

Records and notes generated during the hiring process.  This may include copies of letters of reference, interview notes, rankings, etc.  These can be records maintained in OLA, or paper and electronic records generated and maintained in the hiring department.

Primary Record Value:

Legal/Administrative

Record Classification:

Limited access/Restricted

Original Record

Location:

OLA

Department HR Office

Retention Period:

5 years from hiring decision

Disposal Method:

Shred/Electronic deletion

Copies of Record

Location:

Copies not required

Retention Period:

N/A

Disposal Method:

N/A

Temporary Employees, Appeal of Termination Reason Files (Not a part of the Grievance Process)

This file is retained by the campus HR Office and contains appeals of termination reasons for Temporary employees.  An appeal typically begins as a written request to the campus HR Office from a former employee when he or she is seeking subsequent employment with the university.  The file may also contain correspondence with the department, findings, and the ultimate decision on whether or not to change the termination reason.

Primary Record Value: 

Legal

Records Classification:

Limited access/Restricted

Original Record

Location:

Campus HR Office

Retention Period:

5 years post termination

Disposal Method:

Shred/Electronic deletion

Copies of Record

Location:

Copies are not to be retained

Retention Period:

NA

Disposal Method:

NA

Temporary employees, No Rehire and Conditional Rehire Termination Files

This file is retained by the campus HR Office.  These files contain documentation of Temporary Employee terminations for Conditional or No Rehire reasons.  Departments are to submit this documentation to the campus HR Office whenever there is a separation of an Temporary employee for Conditional or No Rehire reasons.  The files are used as a reference when a department wishes to hire a former Temporary employee who has a Conditional or No Rehire status and/or to provide the documentation for Conditional or No Rehire terminations. 

Primary Record Value: 

Legal

Records Classification:

Limited access/Restricted

Original Record

Location:

Campus HR Office

Retention Period:

5 years post termination

Disposal Method:

Shred/Electronic deletion

Copies of Record

Location:

Copies are not to be retained

Retention Period:

NA

Disposal Method:

NA

I

I-9 Forms and Supporting Documentation

In July, 2011, the University began using HireRight Inc.’s electronic I-9 Form as part of the process to E-Verify all new employees.  Each electronic I-9 Form resides in the HireRight data base and is not retained nor stored by Indiana University.  The following description applies to the paper I-9 Forms which were on file prior to July, 2011.

The I-9 Form is a Federal form that is required to verify eligibility to work in the United States. For Staff and Temporary employees, the paper original of the I-9 Form completed prior to July, 2011, is retained in the campus HR Office or campus Payroll Office as designated for the campus.  Except for international employees, supporting documentation (such as driver’s license, passport, etc.) is not to be retained. 

Primary Record Value: 

Legal

Records Classification:

Critical

Original Record

Location:

Paper copies of old I-9 Forms for Staff and Temporary employees are retained in the campus HR or Payroll Office as designated for the campus

Retention Period:

5 years post termination

Disposal Method:

Shred

Copies of Record

Location:

Not to be maintained in the department. Any existing paper form I-9s and supporting documentation in the department for Staff and Temporary employees are to be shredded

Retention Period:

NA

Disposal Method:

NA

J

Job Listing Bulletin

Listing of open positions at Indiana University that is posted on the jobs@iu website and distributed to units for printing. 

Primary Record Value:

Administrative

Record Classification:

Public

Original Record

Location:

Paper Copies distributed to units by Campus HR Offices

Electronic information stored on jobs@IU.

Retention Period:

1 week

Disposal Method:

Paper copies – Recycle

Online copies - Electronic Deletion

Copies of Record

Location:

Copies not to be maintained

Retention Period:

NA

Disposal Method:

NA

N

New Employee Evaluation Form 

This is a form provided to the department from the campus HR Office to complete for employees finishing the new employee evaluation period. 

Primary Record Value: 

Historical

Records Classification:

Limited access/Restricted

Original Record

Location:

Campus HR Office

Retention Period:

5 years post termination

Disposal Method:

Shred/Electronic Deletion 

Copies of Record

Location:

Department  Personnel File

Retention Period:

Until employee leaves the department

Disposal Method:

Send to campus Human Resources Office after employee leaves the department

New Job Code Request Form

This is an electronic form for all campuses retained by University Human Resource Services. This form documents an official request to create a new job code.

Primary Record Value:

Administrative

Records Classification:

University Internal

Original Record

Location:

UHRS maintains completed forms for all of University

Retention Period:

Indefinite

Disposal Method:

NA

Copies of Record

Location:

Campus HR Office or Department

Retention Period:

Indefinite

Disposal Method:

NA

O

Offer Letters

Written letter provided to newly hired employees that documents the terms and conditions related to the hire (salary, rank, etc.). 

Primary Record Value:

Administrative

Record Classification:

University Internal

Original Record

Location:

Bloomington - Department Personnel file

Other campuses – Campus HR Office

Retention Period:

Bloomington departments – Retain until employee leaves department

Campus HR Office – Retain for 5 years post termination

Disposal Method:

Bloomington departments – Send to Campus HR Office after employee leaves the department

Campus HR Office – Shred/Electronic deletion

Copies of Record

Location:

Copies not to be maintained

Retention Period:

NA

Disposal Method:

NA

P

Performance Improvement Records

The following records are related to employee performance issues.

Performance Improvement Plan (PIP)
This is documentation detailing expectations related to employee performance.  It is used to monitor and measure the deficient work products, processes and/or behaviors of a particular employee in an effort to improve performance and/or modify behavior. 

Staff Report Counseling
This is a paper form or memo to document the counseling of an employee.  The original is given to the employee, and a copy is kept on file in a separate personnel file in the department, and a copy may be given to the union, if the employee is in a union represented group. 

Staff Report Warning
Form that provides documentation of discipline for employees.  The original is given to the employee and a copy of the form is maintained in the Personnel file.  Copies may also be kept at the department and are provided to applicable union. 

Staff Report Termination
Form that provides documentation of termination following appropriate corrective action steps. The original is given to the employee and a copy of the form is maintained in the Personnel file. Copies may also be kept at the department and are provided to applicable union. 

Primary Record Value: 

Legal

Highest Level of Data Classification:

Limited access/Restricted

Original Record

Location:

Employee

Retention Period:

NA

Disposal Method:

NA

Copies of Record

Location:

Department

Retention Period:

5 years post termination

Disposal Method:

Shred/Electronic Deletion

Performance Reviews

Documents completed by supervisors that provide periodic performance feedback to employees.

Primary Record Value: 

Historical

Record Classification:

University Internal

Original Record

Location:

Bloomington - Department  Personnel File

Other campuses – Campus HR Office

Retention Period:

Bloomington departments - Retain until employee leaves department; Campus HR Office – Retain 5 years post termination

Disposal Method:

Bloomington departments – Send to Campus HR Office after employee leaves the department;

Campus HR Office - Shred/Electronic deletion

Copies of Record

Location:

Copies not required

Retention Period:

NA

Disposal Method:

NA

Personal Profile Change Form and Supporting Documentation

Supporting documentation received from an employee requesting change to critical biographical-demographical data (legal name, SSN, date of birth and etc…). 

Primary Record Value: 

Historical

Highest Level of Data Classification:

Critical

Original Record

Location:

Campus HR Offices

Retention Period:

5 years post termination

Disposal Method:

Shred/Electronic Deletion

Copies of Record

Location:

Not to be maintained

Retention Period:

NA

Disposal Method:

NA

 Personal Profile Form - ED

This form is completed by newly hired employees and contains bio/demo data such as primary name, birth date, SSN, etc. to be entered by the Department HR personnel into the HRMS eDoc system.

Primary Record Value: 

Administrative

Highest Level of DataClassification:

Critical

Original Record

Location:

Department HR Office

Retention Period:

Retain until data has been entered into the eDoc system

Disposal Method:

Shred/Electronic Deletion

Copies of Record

Location:

Copies not to be maintained.

Retention Period:

NA

Disposal Method:

NA

 

Personal Profile Form - PSA

This form is presented to newly hired employees and allows them to indicate whether or not they have a disability and want to be considered in the university affirmative action program.    

Primary Record Value:

Administrative

Record Classification:

Limited access/Restricted

Original Record

Location:

Campus HR Office

Retention Period:

5 years post termination

Disposal Method:

Shred/Electronic Deletion

Copies of Record

Location:

Copies not to be maintained

Retention Period:

NA

Disposal Method:

NA

Personnel Action Form Documents (PAF)

These multi-page forms were used to track changes such as pay rate changes, Leave of Absence, etc.  These forms were discontinued in late November 2002, when PAFs were transitioned to the PeopleSoft application. 

Primary Record Value: 

Historical

Highest Level of Data Classification:

Critical

Original Record

Location:

Campus HR Offices

Retention Period:

5 years post termination

Disposal Method:

Shred/Electronic Deletion

Copies of Record

Location:

Not to be maintained within the department.  Any existing paper PAFs within the department for Staff and Temporary employees are to be shredded.

Retention Period:

NA

Disposal Method:

NA

Position File

This file contains Position Descriptions for Staff and other associated communications.

Position Description – Staff
This is a University wide form that is available in an online format. The form with all of the original signatures should be retained by the Campus Human Resource offices. The document gives a full description of the duties and expectations and minimum qualifications for a given staff position.

Position Requisition Form (Request to fill a Vacant Position)
This is a University wide form that was discontinued in 2009. This form was circulated to various administrators to gain approval to fill a staff position. The completed form is retained by the Campus Human Resources offices.

Primary Record Value:

Administrative/Legal

Highest Level of Data Classification:

University Internal

Original Record

Location:

Campus HR Office Files

Retention Period:

Indefinite unless position is deleted

Disposal Method:

Shred/ Electronic Deletion

Copies of Record

Location:

Department

Retention Period:

Indefinite unless position deleted

Disposal Method:

Shred/Electronic Deletion

PTO Blue Cards

Original PTO paper records from prior to 2009 are maintained by Campus Human Resources Offices or in Department Personnel Files.  Records from 2009 forward are retained through ePTO. 

Primary Record Value: 

Historical

Highest Level of Data Classification:

Critical

Original Record

Location:

Prior to 2009: Campus HR Offices or Department Personnel File

Retention Period:

Campus HR Offices: 5 years post termination

Department: until employee leaves department

Disposal Method:

Campus HR Offices: Shred/ Electronic Deletion

Departments:  Send to Campus HR Offices

Copies of Record

Location:

Not to be maintained

Retention Period:

NA

Disposal Method:

NA

R

Release of Personnel File Authorization

A document signed by an employee or other entity requesting access to review an employee's personnel file.  This document is maintained in the employee’s personnel file. Note that subpoena requests do not go into Personnel file; They are retained in a separate file maintained by the Campus HR Office.

Primary Record Value: 

Historical

Highest Level of Data Classification:

University Internal

Original Record

Location:

Department Personnel File

Retention Period:

Until the employee leaves the department

Disposal Method:

Send to Campus HR

Copies of Record

Location:

Department  Personnel File

Retention Period:

Until employee leaves department, then send to Campus HR Offices

Disposal Method:

Shred

Resignation Letters

Letters from employees stating they are resigning.

Primary Record Value: 

Historical

Highest Level of Data Classification:

Public

Original Record

Location:

Bloomington - Initiating Department

Other campuses – Campus HR Office

Retention Period:

Bloomington departments – Retain until Personnel File sent to Campus HR Office (when employee leaves department)

Campus HR Office – Retain for 5 years post termination

Disposal Method:

Bloomington departments – Send to Campus HR Office after employee leaves the department

Campus HR Office – Shred/Electronic deletion  

Copies of Record

Location:

Bloomington – A copy may be in Campus HR Office

Retention Period:

5 years post termination

Disposal Method:

Shred/Electronic deletion

S

Salary Letters

 Letters for professional employees detailing annual salary level.  Departments receive an electronic copy and have the choice to print for the employee.

Primary Record Value: 

Historical

Highest Level of Data Classification:

Public

Original Record

Location:

Employee

Retention Period:

NA

Disposal Method:

NA

Copies of Record

Location:

Department may have copies – Not required to maintain

Retention Period:

NA

Disposal Method:

Shred/Electronic Deletion

Substance Abuse – Reasonable Cause Form

The form is used when a department suspects that an employee may be under the influence of drugs or alcohol in the workplace; this form is filled out to support their reasonable cause.

Primary Record Value:

Legal

Record Classification:

Limited access/Restricted

Original Record

Location:

Bloomington - Initiating Department-Case File (Not to be kept in Personnel File);

Other campuses – Campus HR Office

Retention Period:

Bloomington departments – Retain until employee leaves department

Campus HR Office – Retain for 5 years post termination

Disposal Method:

Bloomington departments – Send to Campus HR Office after employee leaves the department

Campus HR Office – Shred/Electronic deletion

Copies of Record

Location:

Bloomington – A copy may be in Campus HR Office/

All Campuses - Risk Mgt. if employee is CDL holder

Retention Period:

5 years post termination

Disposal Method:

Shred/Electronic deletion

Substance Abuse - Employee Authorization and Consent for Substance Abuse Testing Form

This form is filled out by the department and employee and provides consent by the employee to submit to drug and/or alcohol testing, when reasonable cause exists.  

Primary Record Value: 

Legal

Record Classification:

University Internal

Original Record

Location:

Bloomington - Initiating Department-Case File (Not to be kept in Personnel File);

Other campuses – Campus HR Office

Retention Period:

Bloomington departments – Retain until employee leaves department

Campus HR Office – Retain for 5 years post termination

Disposal Method:

Bloomington departments – Send to Campus HR Office after employee leaves the department

Campus HR Office – Shred/Electronic deletion

Copies of Record

Location:

Bloomington – A copy may be in Campus HR Office

All Campuses - Risk Mgt. if employee is CDL holder

Retention Period:

5 years Post Termination

Disposal Method:

Shred/Electronic deletion

Substance Abuse - Employee Refusal of Substance Abuse Testing Form

This is a form that is filled out by the department, employee and a witness that documents the employee's refusal to submit to drug and/or alcohol testing; it also documents that refusal to submit to testing may lead to the employee's termination. 

Primary Record Value: 

Legal

Record Classification:

University Internal

Original Record

Location:

Bloomington - Initiating Department-Case File (Not to be kept in Personnel File);

Other campuses – Campus HR Office

Retention Period:

Bloomington departments – Retain until employee leaves department

Campus HR Office – Retain for 5 years post termination

Disposal Method:

Bloomington departments – Send to Campus HR Office after employee leaves the department

Campus HR Office – Shred/Electronic deletion

Copies of Record

Location:

Bloomington – A copy may be in Campus HR Office

All Campuses - Risk Mgt. if employee is CDL holder

Retention Period:

5 years post termination

Disposal Method:

Shred/Electronic deletion

T

Telecommuting Agreements

These are written agreements between an employee and supervisor that establish regular, on-going alternative work arrangements for employees whose responsibilities can be performed outside the traditional office setting during part or all of the week.  The agreements are based upon the Telecommuting Guidelines found in the UHRS web site.

Primary Record Value: 

Administrative

Record Classification:

University Internal

Original Record

Location:

Bloomington - Department Personnel File

Other campuses – Campus HR Office

Retention Period:

Bloomington – Until employee leaves department

Campus HR Office – 5 years post termination

Disposal Method:

Department – Send to campus HR office when employee leaves department

Campus HR office - Shred/Electronic Deletion

Copies of Record

Location:

Employee

Retention Period:

NA

Disposal Method:

NA

Termination Letters (Not Related to Corrective Action)

Letter sent/given to employee stating the date/reason for termination. If termination is the result of corrective action then the Staff Report Termination form is used.

Primary Record Value: 

Legal

Highest Level of Data Classification:

Critical

Original Record

Location:

Campus HR Offices

Retention Period:

5 years after termination

Disposal Method:

Shred/Electronic Deletion

Copies of Record

Location:

Not to be maintained

Retention Period:

NA

Disposal Method:

NA

 

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Page updated: 29 August 2012
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