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common records schedule

Human Resources

Records relating to the management of academic and non-academic University employees.


Full-time Academic Employee Files

Consists of records relating to the employment history of full-time academic employees (YUFA, YUFA-E, OHFA and OHFA-E). Records document employment history of individual employees from initial hiring to resignation/retirement and the administration of compensation, benefits and pension.

Office of Primary Responsibility

Offices of the Dean/Principal/University Librarian and President for all records except payroll, benefits and pension

Human Resources and Employee Relations for payroll, pension and benefits records





Other Copies


1 year after termination



See Also

ADG12-36 - Senate Tenure and Promotion Committee (T&P) - Case Files for Senate Tenure and Promotion Committees (T&P) - Case Files including Adjudicating, File Preparation and Review Committees

HRS45 - Payroll

HRS55 - Grievances and Appeals - Case Files

HRS61 - Health and Safety Programs - Case Files

HRS62 - Employee Well-being - Case Files

HRS77 - Retired Employees - Case Files

TCH26 - Student Evaluation of Courses

Retention Rationale

YUFA Collective Agreement, Article 22.01

Filing Guidelines

Discard transitory documents when operational use ceases, superseded or obsolete. Transfer relevant documents held by HR and ER to HRS77 Retired Employees - Case Files when terminated.

Approved by University Secretary and General Counsel on 2008-12-03