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common records schedule

Human Resources

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


Temporary Employee Files

Consists of records relating to the employment history of part-time employees including CUPE 1356 part-time, CUPE 1356-2, YUSA-2, CPM contract employees, graduate assistants, research associates, work study students, and other employees not included in record classes HRS30, HRS32, HRS34, and HRS37. Records document employment history of individual employees from initial hiring to termination and the administration of compensation and benefits.

Office of Primary Responsibility

Hiring units for all records except payroll, pension and benefits

Human Resources and Employee Relations for payroll, pension and benefits


Permanent for employees eligible for pension

15 years after termination for other employees



Other Copies


Until operational use ceases



See Also

HRS36-05 - Temporary Employee Files - YUSA Unit 2 Reprimand or Demotion Discipline Records

HRS36-06 - Temporary Employee Files - YUSA Unit 2 Suspension or Discharge Discipline Records

HRS37 - Post-Doctoral Fellows and Research Assistants Files

HRS61 - Health and Safety Programs - Case Files

Retention Rationale

CUPE 1356-2 Collective Agreement, Article 19.01

Filing Guidelines

Discard transitory documents when their operational use ceases, or they are superseded or obsolete.

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