HR26 – Employment Files (Research/Teaching Assistants, Postdoctoral Fellows)

Records of the employment history of teaching and research assistants and postdoctoral fellows.

This records class is a Personal Information Bank.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Version Information

Content & Scope

Teaching and research assistant positions are held by registered graduate and undergraduate students. Postdoctoral fellows are recent graduates of doctoral programs whose appointment is preparatory for a full-time academic and/or research career.

This records class excludes employee information required to administer pay and benefits, and information on individual employees maintained in the human resources management system.

The records include CVs and other application materials, copies of appointment letters/contracts, documentation related to job performance where applicable, copies of relevant qualifications, and related correspondence.

Related Records

  • For employee information required to administer pay 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.

Responsible Unit

Hiring units.

Information Steward

Associate Provost, Human Resources.

Information Confidentiality Classification

Restricted.

Retention

5 years after termination of employment.

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.
  • Guidelines for Postdoctoral Fellows.

Retention Rationale

The retention period is based on operational use.

Approval Date

26 October 2011