Personnel and Human Resources Records

ID	Title	Description	Creator / Responsible Unit	Retention Period	After Retention
P1	Employment Applicant and Search Files	Includes job announcements and descriptions, letters of application, letters of reference, resumes / CVs, transcripts, pre-employment testing (drugs, physical, etc.), certifications, search committee policies and procedures, and affirmative action compliance records. Some of this information will be transferred to the Personnel Employment Records of employees.	FPS, HR, SES, and LRSHC	3 years from hiring decision	Dispose - Could this be added to the University Archives? Check here.
P2	Employment Eligibility Records	I-9 forms	FPS, HR, SES, and LRSHC	3 years after date of hire or 1 year following separation of employee, whichever is longer	Dispose - Could this be added to the University Archives? Check here.
P3	Grievance and Arbitration Case Files	Original complaints, responses, evidence, previous documentation re: performance and discipline, meeting notes, correspondence, testimonies, investigation results, and settlements.	FPS, HR	Permanent	Retain in the original creating unit
P4	Labor-Management Relations Files	Collective Bargaining Agreements, meeting notes, negotiation documents including proposals and counter-proposals, correspondence, evidence used in negotiations.	FPS, HR	Permanent	Retain in the original creating unit
P5	Personnel Employment Records (Regular Faculty/Fixed Term Faculty/Adjunct Faculty/Staff)	Files related to employees' service with the University including but not limited to significant correspondence, resumes/vitaes, records of accomplishments, sabbatical files, accommodations, evaluations, professional development, contracts, separations, notification of appointment and change of status, as well as employment history documents including dates of employ, pay grade / salary, positions held, and titles. After separation, original university documents should be transferred from departmental and dean's office personnel files to FPS or Employment Services/HR to be consolidated with the official personnel file.	FPS, HR, LRSHC	7 years after separation of employee	Dispose - Could this be added to the University Archives? Check here.
P6	Personnel Medical Records	Documents related to employee medical leave request and FMLA leave requests.	FPS, HR	7 years after separation of employee	Dispose - Could this be added to the University Archives? Check here.
P7	Student Employee and Graduate Assistant Personnel Records	Files related to student employees' service with the University including but not limited to significant correspondence, resumes/vitaes, records of accomplishments, accommodations, evaluations, professional development, contracts, separations, notification of appointment and change of status, as well as employment history documents including dates of employ, pay grade / salary, positions held, and titles.	FPS, SES	3 years after separation of employees	Dispose - Could this be added to the University Archives? Check here.
P8	Temporary Staff Personnel Records	Files related to temporary employees' service with the University including but not limited to significant correspondence, resumes/vitaes, records of accomplishments, accommodations, evaluations, professional development, contracts, separations, notification of appointment and change of status, as well as employment history documents including dates of employ, pay grade / salary, positions held, and titles.	HR	3 years after separation	Dispose - Could this be added to the University Archives? Check here.
P9	Tuition Waivers	Documents related to tuition waivers including applications, employment verifications, and relationship documentation.	FPS, HR	7 years from waiver date	Dispose - Could this be added to the University Archives? Check here.
P10	Time and Attendance Files	Records of time and attendance of employees including time taken off that is not considered medical leave, military leave, sabbatical leave, and other non-sabbatical leave.	Payroll	3 years from pay date	Dispose - Could this be added to the University Archives? Check here.
P11	Academic Personnel Decision Files	Includes academic personnel-specific documentation related to promotion, tenure, reappointment, and emeritus status.	FPS	7 years after separation	Dispose - Could this be added to the University Archives? Check here.
P12	Unemployment Insurance Case Files	Original statements and supporting documents created in addressing unemployment insurance claims.	HR	5 years from date of last activity	Dispose - Could this be added to the University Archives? Check here.
P13	Conflict of Interest Files	Documents related to employees' compliance with conflict of interest policies and reporting.	Contracting and Purchasing Services	7 years after separation	Dispose - Could this be added to the University Archives? Check here.
P14	Workers' Compensation Claim Files	All documents created and associated with workers' compensation claims including but not limited to original incident reports, medical bills and reports, and litigation documents.	HR	20 years after date of injury	Dispose - Could this be added to the University Archives? Check here.
P15	Work-Related Injury Incident Reports	CMU-generated reports of work-related injuries/illnesses that do not result workers' compensation claims.	HR	7 years after incident	Dispose - Could this be added to the University Archives? Check here.
P16	Policies and Procedures of FPS, HR, and SES	Records of the development of policies and procedures related to human resources including budgets, annual reports, history files, planning, committee minutes, and task force documentation.	FPS, HR, SES	Superseded + 1 year	Transfer to Archives
P17	Criminal History Checks	Records related to and produced through criminal history checks performed by Central Michigan University as part of the employment process, in accordance with the Criminal History Checks policy (4-2).	HR, FPS, Volunteer Center	3 years from employee’s hire date when criminal history check has no criminal record; 7 years after employee’s separation when criminal history check indicates an existing criminal record.	Dispose - Could this be added to the University Archives? Check here.

Updated June 23, 2022