HR36 – Performance Appraisal (Staff)

Records of performance appraisals of individual regular staff members.

This records class is a Personal Information Bank.

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

Content & Scope

Supervisors and managers are required to conduct annual performance appraisals of the staff who report to them. These appraisals address staff performance and future goals.

The records include the final signed confidential performance appraisal form and the performance rating maintained as part of the employee record in the human resources management system.

Responsible Unit

Human Resources.

Information Steward

Vice-President, Administration & Finance.

Information Confidentiality Classification



5 years.


Secure Destruction.


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.


  • University of Waterloo Act, 1972.
  • Policy 18 – Staff Employment.
  • Staff Confidential Performance Appraisal Guidelines.

Retention Rationale

The retention period is based on Policy 18 Staff Employment, Appendix F (Employment File), which states that the file may include performance evaluations from the last 5 years.

Other Units with Copies

All units.

Retention of Copies

Up to 5 years.

Disposition of Copies

Secure Destruction.

Approval Date

26 October 2011