Records of the employment history of regular non-union and regular unionized staff members.

This records class is a Personal Information Bank.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Other Units with Copies | Version Information

Content & Scope

This records class includes regular full-time and regular part-time staff as defined in Policy 54 and regular union staff and apprentices represented by C.U.P.E. Local 793.

This records class excludes staff performance appraisals; employee information required to administer pay, pension, and benefits; discipline, dispute resolution and grievance case files; and the information on individual employees maintained in the human resources management system.

The records include records related to initial appointment; records related to subsequent appointments; mandatory and optional qualifications and certifications; records related to secondments and leaves; notices of special awards and achievements; and related correspondence.

Related Records

  • For staff performance appraisals, see HR36 – Performance Appraisal (Staff).
  • For employee information required to administer pay, pension, and benefits, see HR52 – Employment Files (Financial).
  • For discipline, dispute resolution and grievance case files, see HR45 – Discipline (Staff) Case Files and HR48 – Dispute Resolution and Grievances.
  • For information on individual employees maintained in the human resources management system, see HR05 – Human Resources Management System.

Responsible Unit

Human Resources.

Information Steward

Associate Provost, Human Resources.

Information Confidentiality Classification

Restricted.

Retention

8 years after the later of termination of employment or settlement of all entitlements under the University's pension and benefit plans.

Disposition

Secure Destruction.

Note

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.

Authority

  • University of Waterloo Act, 1972.
  • Policy 18 – Staff Employment.
  • Union Agreement between the University of Waterloo and the Canadian Union of Public Employees C.L.C. Local 793.
  • Human Resources Records guideline.

Retention Rationale

The retention period is based on the University guideline, Human Resources Records.

Other Units with Copies

All units.

Retention of Copies

Up to 5 years after transfer to another University unit, termination of employment, or retirement.

Disposition of Copies

Secure Destruction.

Approval Date

26 October 2011