Human Resources
Administrative Application and Recruitment Records
Includes advertising, job posts, interview notes, typing tests, assessments, and pre-employment testing data, etc.
Departmental Payroll and Time Sheet Records
These records consist of the departmental submission of payroll and time sheets to accounting for payment. These are department copies and not the official records copy.
Employee Benefit Payment Information
Employee benefit payment information and records such as retirement checks, medical claim payments, flexible spending account payments, tuition reimbursement and discounts, employee student loan repayments, unemployment information, etc.
Faculty and Employee Grievance Files
These records document faculty and employee grievances and the University鈥檚 response. They include the initiation of an action letter describing the grievance, all evidence presented during the grievance process, committee鈥檚 findings and recommendations, including suggested actions, the Chancellor鈥檚 or President's decision, any other correspondence pertaining to the grievance, and any recordings made during the process.
Faculty Service, Activity, Promotion and Tenure Files
Faculty service, activity, promotion and tenure files including curriculum, third year teaching evaluations, syllabi, publications and bibliographies. Faculty teaching evaluations from students do not need to be uploaded into the eHRFile, as well as any documents that are already saved in myVitae, eRecruit, PeopleSoft, or other approved Systems of Record. A copy of the final decision letter of the Promotion and Tenure packet should be placed in the faculty's personnel file.
Official Copy: Payroll Records
These records consist of the Payroll Financial Controls, which include control totals by pay cycle for the entire University System and the Payroll History Files (Bridge Table), which are the earnings records for each employee.
Official Personnel File - Other than Service or Benefit Related
Personnel records not required for future benefit determinations such as: Performance appraisals, discipline records, position descriptions, reclassification approvals, applications and resumes, letters of reference, employee tax records, I-9 and H1B forms, visas and supporting documentation, union dues payments, continuing education required for employment, drug testing results, criminal background and background checks, education and certification verifications, credentialing, CEU's, licenses, ADA accommodations, delegation of authority documents, onboarding material, conflict of interest statements, etc.
Official Personnel File - Service Related Records
Personnel and service records required for future benefit determinations such as: letters of offer, job status, job changes, all leaves of absence, termination, retirement, benefit eligibility, beneficiary information, salary payroll history, benefit certificates (birth, death, marriage, divorce, etc.), employment contracts, and other job related activities.
Rejected Applicant Information
Includes job applications, resumes, and