Human Resources (HUM)

Originating Unit

• Records Series that apply to multiple Responsible Units

  HUM-0140	Local Personnel File	End of assignment with unit	Trigger + 2 years
  HUM-0200	Recruitment: Competition Case Files	Hiring decision made	Trigger + 2 years
  HUM-1100	Local Attendance	End of calendar year	Trigger + 3 years

Human Resources

• Personnel Files

  HUM-0100	Human Resources Information System		Permanent
  HUM-0110	Personnel File	End of employment with the University	Trigger + 7 years

• Recruitment

  HUM-0200

  Recruitment: Competition Case Files

  Hiring decision made

  Trigger + 2 years

• Job Evaluation

  HUM-0300	Job Evaluation: Case Files	The job is re-evaluated	Trigger + 1 year
  HUM-0310	Job Evaluation: Job Evaluation Plan	Plan modified or replaced	Trigger + 1 year

• Annual performance reviews

  HUM-0400	Annual Performance Review	Review complete	Trigger + 5 years
  HUM-0410	Performance Review: Faculty Members	End of employment with the University	Trigger + 7 years

• Compensation

  HUM-0500	Compensation: Salary Grid	Publication of salary grid	Trigger + 2 years
  HUM-0510	Compensation: Salary Increase	End of cycle	Trigger + 3 years

• Pension

  HUM-0600	Pension: Plan Administration		Permanent
  HUM-0610	Pension: Individual Beneficiary Entitlements	Beneficiary no longer has an entitlement under the plan	If a summary is retained: Trigger + 7 If no summary is retained: Permanent
  HUM-0620	Pension: Summary of Individual Beneficiaries		Permanent

• Benefits

  HUM-0700	Benefits: Plan Administration	Changes to benefits plan	Trigger + 7 years
  HUM-0710	Benefits: Employee files	End of employment with the University	Trigger + 7 years
  HUM-0720	Benefits: In-house programs	End of calendar year	Trigger + 7 years
  HUM-0730	Benefits: Health Care Expense Account (Retired Employees)	File closed	Trigger + 7 years
  HUM-0740	Benefits: Plans		Permanent

• Disability Management

  HUM-0800

  Disability Management: Case Files

  End of employment with the University

  Trigger + 7 years

• Discipline

  HUM-0910

  Employee Relations: Discipline Case Files

  Decision made

  Trigger + 7 years

• Other Records Series

  HUM-0900	Employee Relations: Complaints	Complaint resolved or escalated	Trigger + 3 years
  HUM-1000	UCASS Academic Salary Survey		Permanent
  HUM-1200	Employment Equity		Permanent
  HUM-1300	Information Request	End of calendar year	Trigger + 2 years
  HUM-1400	Termination	End of calendar year	Trigger + 7 years

Academic Affairs

• Faculty Official Files and tenure and promotion

  HUM-0120	Official File (Faculty Members)	End of employment with the University	Trigger + 7 years
  HUM-0130	Tenure and Promotion Dossier	End of employment with the University	Trigger + 1 year

• Discipline

  HUM-0920	Employee Relations: Discipline Letters (Faculty Association)	2 years following discipline, provided no further disciplinary action has been taken.	Trigger
  HUM-0930	Employee Relations: Discipline Letters (Sessional Lecturers)	24 months of employment, excluding the term in which the disciplinary letter was issued, provided that no further discipline has been recorded.	Trigger
  HUM-0940	Employee Relations: Discipline Letters (Teaching Assistants & Research Assistants)	Completion of two Terms of employment, excluding the Term in which the disciplinary letter was issued, or a 12 month period, whichever is shorter, from the date of the letter and provided that no further discipline has been recorded within the period noted above	Trigger

• Labor Relations

  HUM-1500	Collective Bargaining		Permanent
  HUM-1600	Grievances and Arbitration		Permanent