Records of the employment history of regular faculty members.
This records class is a Personal Information Bank.
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Content & Scope
Regular faculty members are those holding regular faculty appointments as defined in Policy 76 – Faculty Appointments.
This records class excludes individuals' files for tenure and promotion which progress to the President; discipline, grievance, and arbitration files; employee information required to administer pay, pension, and benefits; and information on individual employees maintained in the human resources management system.
The records include records related to initial appointment as specified in Policy 75, Section 3A3; letters of appointment; records related to reappointment, tenure and promotion files which are withdrawn or do not progress to the President; annual performance review documentation; notices of promotion and/or tenure decisions; notices of leaves, etc., and related correspondence. Records regarding administrative appointments, cross appointments, awards or honours received, etc. may be kept with the file but are not considered part of the official employment file as defined in Policy 75.
- For tenure and promotion files which progress to the President, see HR38 – Tenure and Promotion.
- For records related to disciplinary matters, see HR43 – Discipline (Faculty) Case Files.
- For grievance and arbitration files, see HR48 – Dispute Resolution and Grievances.
- For employee information required to administer pay, pension, and benefits, see HR52 – Employment Files (Financial).
- For information on individual employees maintained in the human resources management system, see HR05 – Human Resources Management System.
- Academic departments and schools.
- Faculties, for faculty members appointed in the faculty.
Associate Provost, Human Resources.
5 years after termination of employment or retirement.
Records which are not selected for the University archives must be securely destroyed at the end of their retention period.
Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.
The employment files of tenured faculty members are of long-term historical value to the University. Please contact the University Records Manager for further assistance with these records at the end of their retention period.
- University of Waterloo Act, 1972.
- Policy 75 – Official Employment Files of Regular Faculty Members.
The retention period is based on Policy 75 – Official Employment Files of Regular Faculty Members, and the long-term historical value of the records.
- Vice-President Academic & Provost
- Human Resources
- Faculties (for faculty members appointed in academic departments and schools)
Retention of Copies
Up to 5 years after termination of employment or retirement.
Disposition of Copies
26 October 2011