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Human Resources

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


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


Permanent for employees eligible for pension

15 years after termination for other employees



Other Copies


Until operational use ceases



See Also

HRS32-05 - Part-time Academic Employee Files - Discipline Records

HRS61 - Health and Safety Programs - Case Files

HRS62 - Employee Well-being - Case Files

HRS77 - Retired Employees - Case Files

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Discard transitory documents when their operational use ceases, they are superseded or obsolete.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