Human Resources
Records relating to the management of academic and non-academic University employees.
HRS32
Part-time Academic Employee Files
Consists of records relating to the employment history of part-time academic employees (CUPE 3903-1, 3903-2, 3903-3, 3903-E). Part-time academic employees include employees whether registered or not registered at the University as full-time graduate students employed in teaching, demonstrating, tutoring or marking and employees registered at the University as full-time graduate students who are receiving financial assistance and are employed in administrative, clerical and research work. Records document employment history of individual employees from initial hiring to termination and the administration of compensation, benefits and pension.
Office of Primary Responsibility
Hiring units for all records except payroll, benefits and pension
Human Resources and Employee Relations for payroll, benefits and pension records
Retention
Permanent for employees eligible for pension
15 years after termination for other employees
Disposition
Destroy
Other Copies
Retention
Until operational use ceases
Disposition
Destroy
See Also
HRS32-05 - Part-time Academic Employee Files - Discipline Records
Retention Rationale
CUPE 3903-1 Collective Agreement, Article 12.10 CUPE 3903-2 Collective Agreement, Article 12.24
Filing Guidelines
Discard transitory documents when their operational use ceases, they are superseded or obsolete.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