Records of the employment history of temporary and casual staff.
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
This records class includes staff employed on temporary employment authorizations or casual earnings requests and includes students employed in co-op or work-study positions.
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 application forms, resumes, copies of appointment letters/contracts, documentation related to job performance where applicable, hours worked, 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
Vice-President, Administration & Finance.
Information Confidentiality Classification
Restricted.
Retention
Minimum 3 years after termination of employment. The records may be retained for up to 5 years after termination of employment at the discretion of the individual unit.
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.
Retention Rationale
The retention period is based on operational use.
Approval Date
26 October 2011