General Records Retention Schedule
Personnel and Payroll Records
UW-GS 8
(Revised) July 2006 (Printer version
here)
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Academic Student Employees (ASE) Files: Comprehensive record of all
personnel actions affecting a UW Academic Student Employee which includes
information that had a reasonable bearing on the efficient and effective
management of the UW. May include appointment letter, offer letter, job
description, letters of reference, resume, non-academic training records,
job posting, commendations, letters of resignation, termination
letter.
Official Copy: Any Office
Retention: 6 years after termination of employment with the
department
Disposition Method: Shred
Affirmative Action Information Requests: A record of the data
collected from each applicant for a professional staff or
faculty position regarding
race/ethnicity, sex, age, disability and veteran status.
Official Copy: Any Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred
Affirmative Action Plans:
Annual reports compiled by the Equal Opportunity Office as required by
federal and state agencies. May include
workforce reports and utilization analyses for all UW employees, Applicant Flow
Report summaries, New Hire Reports, Separation Reports, Training Reports, etc.
Official Copy: Equal Opportunity Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to
Archives
Other Copy: Any Office
Retention: until superseded
Disposition Method: Recycle
Affirmative Action Updates --
Faculty: Reports provided by the
Equal Opportunity Office and sent to Deans and department Chairs showing
affirmative action goals for faculty hiring in a particular school or college.
Reports are compiled
from the Affirmative Action Plan to provide College/School-specific background
information regarding faculty workforce, national availability data, historical new
hire information, and applicant flow information for the last year.
Official Copy: Equal Opportunity Office
Retention: 6 years after end of calendar year
Disposition Method: Recycle
Other Copy: Dean or Department Chair
Retention: 3 years after receipt of report
Disposition Method: Recycle
Applicant Flow Reports: Summaries of data collected on Affirmative
Action Information Requests from applicants for faculty or professional staff
positions. May include vitae of the highest ranking minority or woman
candidate
considered but not appointed, or documentation of measures taken to meet the
requirements of the affirmative action program.
Official Copy: Equal Opportunity Office
Retention: 6 years after end of calendar year
Disposition Method: Shred
Other Copy: Appointing Department or Dean's Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred
Applications
for Classified Staff Employment -- Hired: Materials
regarding applicants hired for classified staff positions. May include
applications,
resumes, correspondence, letters of reference, evaluations of candidates,
notes on
employment selection, etc.
Official Copy: Human Resources Operations -- as part of
Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred
Official Copy: Employment Services
Retention: 3 years after end of calendar year
Disposition Method: Shred
Other Copy: Hiring Office
Retention: 3 years after termination of employment with
department
Disposition Method: Shred
Applications
for Classified Staff Employment -- Not Hired:
Materials regarding applicants not hired for classified staff positions.
May include
applications, resumes, correspondence, letters of reference, evaluations of
candidates, notes on employment selection, etc.
Official Copy: Employment Services
Retention: 3 years after end of calendar year
Disposition Method: Shred
Other Copy: Hiring Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred
Applications
for Professional Staff Employment -- Hired: Materials regarding
applicants hired for professional staff positions. May include correspondence,
resumes, letters of reference, evaluations of candidates, notes on employment
selection, etc.
Official Copy: Human Resources Operations -- as part of
Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred
Other Copy: Hiring Office
Retention: 3 years after termination of employment with
department
Disposition Method: Shred
Applications
for Professional Staff Employment -- Not Hired: Materials
regarding applicants not hired for professional staff positions. May include
correspondence, resumes, letters of reference, evaluationsof candidates, notes
on employment selection, etc.
Official Copy: Hiring Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred
Applications
for Faculty/Academic Employment -- Not Hired: Materials
regarding applicants not hired for academic positions including faculty,
Chair,
Dean, Director, and temporary positions (visiting scholars or scientists,
clinical faculty, post-doctoral scholars, etc.). May include correspondence
with rejected applicants, resumes, curricula vita, letters of reference,
research proposals, evaluations of candidates, notes on employment selection,
etc.
Official Copy: Appointing Department
Retention: 3 years after completion of hiring process
Disposition Method: Shred
Applications for Hourly and Student Employment -- Hired: Materials
regarding applicants hired for hourly and student positions. May include
applications, resumes, correspondence, letters of reference, evaluations of
candidates, notes on employment selection, etc.
Official Copy: Hiring Office
Retention: 3 years after termination of employment
with department
Disposition Method: Shred
Applications for Hourly and Student Employment -- Not Hired: Materials
regarding applicants not hired for hourly and student positions. May include
applications, resumes, correspondence, letters of reference, evaluations of
candidates, notes on employment selection, etc.
Official Copy: Hiring Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred
Appointment Packets (Faculty): A record of the process used in the
selection of a candidate for an academic position. May include letter from
the Chair to the Dean recommending appointment, letter from the Dean to
the
President recommending appointment, letters of recommendation obtained by
the
search committee, curricula vita, Biography form,
documentation of
measures taken to seek minority and women applicants, Applicant Flow
Report,
job advertisement, job description, background check, etc.
Official Copy: Academic Human Resources -- as part of Personnel
Folder
Retention: 50 years after termination of employment
Disposition Method: Shred
Other Copy: Dean's Office and/or Appointing Department
Retention: 3 years after termination of employment
with department
Disposition Method: Shred
Other Copy: UWT: Finance and Administration
Retention: 3 years after termination of employment
Disposition Method: Shred
Other Copy: UWB: Academic Services
Retention: 3 years after termination of employment
Disposition Method: Shred
Ballots for Appointment, Promotion or Tenure: A record of ballots cast
by faculty members regarding the appointment, promotion or tenure of another
faculty member.
Official Copy: Academic Offices
Retention: for ballot issues that result in denial of tenure: 3
years after ballots counted
for other appointment, promotion, or
tenure
ballot issues: 1 year after ballots counted
Disposition Method: Shred
Complaint Files (Discrimination and Harassment Complaints not filed with
or investigated by UCIRO): Provides a record of complaints investigated
locally either by the home department and/or Human Resources, and not by UCIRO.
Documents may include, at a minimum, information concerning the complaint and
investigation; investigation report; and resolution.
Official Copy: Home Department or Human Resources
Retention: 6 years after file closed
Disposition Method: Shred
Complaint Files (includes Discrimination and Sexual Harassment
Complaints either filed with or investigated by UCIRO):
Provides a record of complaint investigations and resolutions of
complaints. May include information about complaint, correspondence, etc.
Official Copy: Risk Management Office
Retention: 6 years after file closed
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after termination of employment with
department
Disposition Method: Shred
NOTE: Information regarding employee misconduct or alleged
misconduct shall be destroyed or maintained in accordance with WAC
357-22-040 and RCW 41.06.450.
Departmental Action
Notices: A notification, from the Payroll computer system, of
upcoming payroll action deadlines, e.g., appointment end date, probation
period end date, increment date, etc.
Official Copy: Payroll
Retention: until superseded
Disposition Method: Recycle
Other Copy: Home Department
Retention: until payroll action is processed
Disposition Method: Recycle
Disciplinary
Actions -- Faculty/Academic Personnel: A record of
disciplinary actions taken regarding a member of the faculty, including deans,
directors, etc. May include documentation of termination for cause.
Official Copy: Academic Human Resources -- as part of Personnel
Folder
Retention: 50 years after termination of employment
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred
NOTE: Information regarding employee misconduct or
alleged misconduct shall be destroyed or
maintained in accordance with WAC 357-22-040 and RCW
41.06.450.
Disciplinary Actions -- Hourly or Student Employees: A record of
disciplinary actions taken regarding a student or hourly employee. Includes
background material.
Official Copy: Employing Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred
NOTE: Information regarding employee
misconduct or alleged misconduct shall be destroyed or
maintained in accordance with WAC 357-22-040 and RCW
41.06.450.
Employment Forms Checklists: Lists of forms required to be completed
when a new employee is hired by a department.
Official Copy: Hiring Department
Retention: until completion of hiring process
Disposition Method: Recycle
Exception Time Reports (ETR): A
record certifying changes from the normal number of hours worked by
each permanent employee paid on a particular budget for a particular pay
period. Includes leave without pay, overtime, shift differentials, etc.
(For reports which include both state and grant/contract personnel
see UW-GS 7: ETRs for Grants/Contracts)
Official Copy: Payroll
Retention: 6 years after end of the month
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after end of month
Disposition Method: Shred
Faculty Adjudication Files: A record of the judicial proceedings of a
faculty committee for the resolution of differences.
Official Copy: Faculty Senate
Retention: 10 years after case closed, transfer to archives for
review
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after claim resolved
Disposition Method: Shred
Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after claim resolved
Disposition Method: Shred
Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after claim resolved
Disposition Method: Shred
Faculty Reviews: Evaluations of UW faculty performance. May be used in
evaluations for merit pay. May include yearly activity report on professional
activities prepared by a faculty member for review by a Chair or Dean;
measures of student performance used to evaluate teaching effectiveness;
student course evaluations of instructors; etc.
Official Copy: College/School or Department
Retention: 3 years after completion of review
Disposition Method: Shred
Faculty Workload Summary Report: Allows departments to
electronically link all instruction with faculty effort. Documents who
is instructing every class and reports number of average weekly class
contact hours each faculty member spends in providing direct instruction
to students. Used for planning purposes.
Official Copy: College/School or Department
Retention: 1 year after end of academic year
Disposition Method: Shred
Faculty Workload System Verification Reports: Used to verify
information regarding individual faculty that has been entered into
Faculty Workload System. Includes mid-quarter Faculty Surveys and End of
Quarter Contact Hours.
Official Copy: College/School or Department
Retention: 1 quarter after end of quarter
Disposition Method: Shred
Grievance Files (Staff Employee Complaint
Files): A
record of labor-related complaints and grievances.
Official Copy: Labor Relations Office
Retention: 6 years after case resolved or withdrawn
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after case resolved or withdrawn
Disposition Method: Shred
NOTE: Information regarding employee
misconduct or alleged miscounduct shall be destroyed or
maintained in accordance with WAC 357-22-040 and RCW
41.06.450.
Job Descriptions: Documentation of
titles and descriptions for classified staff positions, professional
staff, faculty or hourly positions. Includes background material and
distinguishing characteristics.
Official Copy: Any Office
Retention: until superseded
Disposition Method: Transfer to Archives for review
Orientation and Training Files: A record of materials developed and used in
the training of new UW personnel.
Official Copy: Employing Department
Retention: until superseded
Disposition Method: Transfer to Archives for review
Outside Work Approval:
Requests to the Dean, Vice President, or Provost from academic
personnel to perform consulting work and other professional and public
activities outside the UW for compensation. Formerly known as the Request
for Approval of Outside Professional Work for Compensation.
Official Copy: Dean, Vice President (or Chair), or Provost
Retention: 3 years after end of calendar year
Disposition Method: Shred
Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after end of calendar year
Disposition Method: Shred
Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after end of calendar year
Disposition Method: Shred
Official Copy: Academic Human Resources -- as part of Personnel
Folder
Paycheck Advice Registers (Employee Check Advice Registers): A
record of the names and signatures of
employees indicating receipt of their paychecks for a particular pay
period.
Official Copy: Home Department
Retention: 6 months after end of calendar year
Disposition Method: Shred
Official Copy: UWT: Finance and Administration
Retention: 6 months after end of calendar year
Disposition Method: Shred
Official Copy: UWB: Finance and Administration
Retention: 6 months after end of calendar year
Disposition Method: Shred
Payroll Folders -- for Individual
Employees: A record of the forms and
documentation submitted to Payroll for an individual employee that has a
reasonable bearing on the efficient and effective management of the UW and
provides a basis for employment and post-employment benefits.
Official Copy: Payroll
Retention: 50 years after termination of employment
Disposition Method: Shred
Other Copy: Home Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred
Other Copy: UWT: Finance and Administration
Retention: 3 years after termination of employment
Disposition Method: Shred
Other Copy: UWB: Finance and Administration
Retention: 3 years after termination of employment
Disposition Method: Shred
Performance Evaluations: Evaluations of UW staff job performance and
reviews of salary. May include backup documentation such as position
questionnaires, performance evaluation criteria, etc.
Official Copy: College/School or Department
Retention: 3 years after completion of review
Disposition Method: Shred
NOTE: WAC 251-20-040 requires that performance
evaluations be retained no longer than 3 years.
Personnel Action Forms (PAF): Documents changes in salary and
posistion for UW employees.
Official Copy: Payroll
Retention: 50 years after termination of employment
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 1 month after receipt (all copies)
Disposition Method: Shred
Personnel
Folders -- Classified and Professional Staff: Comprehensive
record of all personnel actions affecting a UW classified or professional staff
employee, which includes information which has a reasonable bearing on the
efficient and effective management of the UW and provides a basis for employment
and post-employment benefits. May include Personnel Request
Application for Staff Employment, resumes, letters of reference,
Training and Development records, job descriptions, Personal
Action Forms, Work and Leave Record for Classified and Professional Staff
Employees, letters of commendation or reprimand, letters of resignation,
documentation of State Labor & Industries reimbursements for on-the-job
injuries, Additional Compensation-Payroll Payment Authorization Form,
etc.
NOTE: Information regarding employee
misconduct or alleged miscounduct shall be destroyed or
maintained in accordance with WAC 357-22-040 and RCW
41.06.450.
Official Copy: Human Resources Operations
Retention: 50 years after termination of employment
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after termination of employment with
department
Disposition Method: Shred
Personnel
Folders -- Faculty/Academic Personnel: Comprehensive record of
all personnel actions affecting an academic employee including faculty, Chairs,
Deans, Directors, and temporary faculty (visiting scholars or scientists, clinical
faculty, post-doctoral scholars, etc.) which includes information that has a
reasonable bearing on the efficient and effective management of the UW and
provides a basis for employment and post-employment benefits. May include
appointment packet, Request for Appointment or Reappointment, Stipend
Appointment, Degree Verification, Faculty
Bibliography, honoraria payment records, Request
for Extension of Appointment, Report of Change in Status/Reappointment,
Promotion and Salary Adjustment, Application for Leave of Absence, Request
for Approval of Outside
Professional Work for Compensation, Biography, Summary of Outside
Professional and Public Activities,
tenure/promotion documents, Excess Compensation Payment
Authorization, Birthdate Card, Report of Resignation or Termination,
correspondence related to personnel actions, etc.
NOTE: Information regarding employee
misconduct or alleged miscounduct shall be destroyed or
maintained in accordance with WAC 357-22-040 and RCW
41.06.450.
Official Copy: Academic Human Resources
Retention: 50 years after termination of employment -- basic
biographical information will be retained by the Archives
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred
Personnel Folders -- Hourly,
Per Diem, Temporary,
and Student Employees: Comprehensive record
of a department's employment of an hourly employee. Includes folders for
student hourly, work-study, and temporary employees. May include
applications, Notices of Temporary Employment, resumes, letters of
reference, commendations/reprimands, job descriptions, copies of payroll
forms, etc.
NOTE: Information regarding employee
misconduct or alleged miscounduct shall be destroyed or
maintained in accordance with WAC 357-22-040 and RCW
41.06.450.
Official Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred
Official Copy: Work-Study -- work study records only
Retention: 5 years after December 1st of academic year
Disposition Method: Shred
Personnel Requests:
Departmental requests to Employment Services to fill vacant classified or
professional staff positions.
Official Copy: Employment Services
Retention: 3 years after end of calendar year
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: until superseded, or position eliminated
Disposition Method: Recycle
Positive Time Report (PTR): A record certifying the number
of hours worked by each hourly and student employee on a particular budget
during a particular pay period.
Official Copy: Payroll
Retention: 6 years after end of month
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after end of month
Disposition Method: Shred
Reclassification Documents:
Requests for, and correspondence related
to, the reallocation of an employee's position to a different classification.
Official Copy: Human Resources Operations -- as part of
Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after termination of employment with
department
Disposition Method: Shred
Reference Letters: Letters of reference prepared by UW employees
regarding other current or former UW employees with whom they are
acquainted.
Official Copy: Signatory
Retention: 1 year after end of calendar year
Disposition Method: Shred
Resumes -- Unsolicited: A record of inquiries about employment
opportunities not specifically related to an open position. May include
correspondence, resumes, curriculum vitae, etc.
Official Copy: Receiving Office
Retention: 1 year after date of receipt
Disposition Method: Shred
Retroactive Salary Transfer
Requests: Forms
used to request and provide an adjustment to an individual's salary
record.
Official Copy: Payroll
Retention: 10 years after end of month
Disposition Method: Shred
Other Copy: College/School or Department
Retention: For state budget requests, included in departmental
Payroll Folders or Personnel Folders
Disposition Method: Shred
Salary Increase Worksheet: Used to calculate salary increases for
faculty and professional staff. May include income spreadsheets and
working papers.
Official Copy: Any Office
Retention: 3 years after salary increase
Disposition Method: Shred
Scientific and Scholarly Misconduct Inquiries: Inquiries into
scientific or scholarly misconduct which are resolved prior to formal
investigation, in which the Office of Scholarly Integrity acts as mediator
for the parties involved.
Official Copy: Office of Scholarly Integrity
Retention: 6 years after resolution of case
Disposition Method: Shred
Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 6 years after resolution of case
Disposition Method: Shred
Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 6 years after resolution of case
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 6 years after resolution of case or 3 years after
termination of employment, whichever is longer
Disposition Method: Shred
NOTE: Information regarding employee misconduct or alleged
miscounduct shall be destroyed or maintained in accordance with WAC
357-22-040 and RCW 41.06.450.
Scientific and Scholarly Misconduct Investigation Records --
Unproven: A
record of the investigation of unproven allegations against academic
personnel regarding plagiarism, falsification of data, intentional
misrepresentation of credentials, abuse of confidentiality, or deliberate violation of regulations applicable to research.
Official Copy: Office of Scholarly Integrity
Retention: 6 years after case dismissed
Disposition Method: Shred
Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 6 years after case dismissed
Disposition Method: Shred
Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 6 years after case dismissed
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 6 years after case dismissed or 3 years
after termination of employment with department, whichever is
longer
Disposition Method: Shred
NOTE: Information regarding employee
misconduct or alleged miscounduct shall be destroyed or
maintained in accordance with WAC 357-22-040 and RCW
41.06.450.
Scientific and Scholarly Misconduct Investigation Records: A record
of the
investigation of proven allegations against academic personnel regarding
plagiarism, falsification of data, intentional misrepresentation of
credentials, abuse of confidentiality, or deliberate violation of
regulations applicable to research.
Official Copy: Office of Scholarly Integrity
Retention: 6 years after case closed
Disposition Method: Shred
Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 6 years after case closed
Disposition Method: Shred
Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 6 years after case closed
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 6 years after case closed or 3 years after termination
of employment with department, whichever is longer
Disposition Method: Shred
NOTE: Information regarding employee misconduct or alleged
miscounduct shall be destroyed or maintained in accordance with WAC
357-22-040 and RCW 41.06.450.
Scientific and Scholarly Misconduct Records -- Investigations for
External Agencies: Materials provided to the Office of Scholarly
Integrity for evidence in misconduct inquiry by an external agency.
Official Copy: Office of Scholarly Integrity
Retention: 3 years after completion of UW investigation
Disposition Method: Shred
Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of UW investigation
Disposition Method: Shred
Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of UW investigation
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 1 year after information provided to Office of Scholarly
Integrity
Disposition Method: Shred
NOTE: Information regarding employee
misconduct or alleged miscounduct shall be destroyed or
maintained in accordance with WAC 357-22-040 and RCW
41.06.450.
Summaries of Outside
Professional and Public Activities: Annual report submitted by academic personnel to Dean or Vice
President listing professional services offered outside the UW, e.g.,
lectures, appointments to editorial boards, extended professional service
in the community, etc. May also include annual evaluative reports from
Deans and Vice Presidents to the President.
Official Copy: Dean, Vice President -- summaries
Retention: 3 years after end of calendar year
Disposition Method: Shred
Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after end of calendar year
Disposition Method: Shred
Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after end of calendar year
Disposition Method: Shred
Official Copy: Academic Human Resources -- as part of Personnel
Folder
Retention: 50 years after termination of
employment
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after end of calendar year
Disposition Method: Shred
Tenure Appeals: A record of appeals by
faculty who have been denied tenure.
Official Copy: Academic Human Resources -- as part of
Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred
Official Copy: Faculty Senate -- Adjudication Files
Retention: 6 years after case closed
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after termination of employment with
College/School or Department
Disposition Method: Shred
Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after termination of employment
Disposition Method: Shred
Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after termination of employment
Disposition Method: Shred
Tenure/Promotion/Merit Pay Evaluations: A record of evaluations for
faculty members eligible for tenure, promotion or merit pay.
Official Copy: Academic Human Resources -- as part of
Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after completion of review
Disposition Method: Shred
Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of review
Disposition Method: Shred
Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of review
Disposition Method: Shred
Time Records for Classified & Professional Staff: Submitted by
Classified and Professional Staff to request/report leave and overtime
hours.
Official Copy: Any Office
Retention: 1 year after annual audit
Disposition Method: Shred
Time Records for Hourly Staff: Departmental source data
supporting the Positive Time Report (PTR) sent to Payroll for payment
of hourly wages.
Official Copy: Any Office
Retention: 6 years after end of month
Disposition Method: Shred
Time Sheets for Classified and Professional Staff, Summary:
Departmental form created to provide a detailed summary of all hours
worked by an individual employee. Used to track time/overtime/leave
time. Supplemental to Form 220.
Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Shred
Time Sheets for Work Study
Students(On-Campus Time Sheets): A signed record of hours worked
by students employed under
a state or federal work-study program.
Official Copy: Financial Aid Office
Retention: 5 years after the academic year, and up to the
following December 1 for reporting purposes
Disposition Method: Shred
Other Copy: Home Department
Retention: 1 year after end of quarter
Disposition Method: Shred
Training Records: A record of
training provided to UW staff and faculty. May include descriptions of
training and employee registration. Training may be provided by Training and
Development, Computing and Communications, Environmental Health and Safety,
Procurement Card Services, etc.
Official Copy: Training & Development -- for T&D classes only
Retention: 5 years after end of calendar year
Official Copy: Any Office Providing Non-Required Training
Retention: 1 year after administrative purpose served
Disposition Method: Shred
Official Copy: Any Office Providing Required Training
Retention: 6 years after end of calendar year
Disposition Method: Shred
Other Copy: Employee
Retention: retain personal training file for 3 years after
termination of UW employment
Disposition Method: Shred
Workers Compensation (L&I) Forms: A record of on-the-job injury
reports made to the State Department of Labor & Industries when an
employee seeks medical assistance. Includes Report of Industrial
Injury or Occupational Disease, correspondence, etc.
Official Copy: Risk Management
Retention: 10 years after first L & I closure
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after termination of employment with
department
Disposition Method: Shred
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