To use this search, begin typing keywords in the search box below and click search. Press "Reset" to start over. To browse alphabetically, click a letter.
Browse Alphabetically:

ALLA B C D E F G H I J K L M N O P Q R S T U V W X Y Z


Search the Schedule:

A record of established policies and procedures. Includes annual reports which may include: employee profiles, workforce displays, analyses, goals, and timetables, as well as reports provided by the Equal Opportunity and Affirmative Action Office to Deans and department Chairs showing affirmative action goals for academic personnel hiring in a particular school or college.

Official Copy: Office of Equal Opportunity and Affirmative Action
Retention: 3 years after end of reporting period
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: until superseded
Disposition Method: Recycle or Delete

Summaries of data collected on Affirmative Action Information Requests from applicants for academic personnel or professional staff positions. May include vitae of the highest ranking minority or woman candidate considered but not appointed, or documentation of measures taken to meet the requirements of the affirmative action program.

Official Copy: Office of Equal Opportunity and Affirmative Action
Retention: 3 years after end of reporting period
Disposition Method: Shred or Delete

Other Copy: Appointing Department or Dean's Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

Materials regarding applicants hired for classified staff positions. May include applications, resumes, correspondence, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: Human Resources Operations -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Official Copy: HRIS (Human Resource Information Systems)
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Hiring Office
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

Materials regarding applicants not hired for classified staff positions. May include applications, resumes, correspondence, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: HRIS (Human Resource Information Systems)
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Hiring Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

Materials regarding applicants not hired for academic positions including faculty, Chair, Dean, Director, and temporary positions (visiting scholars or scientists, clinical faculty, post-doctoral scholars, etc.). May include correspondence with rejected applicants, resumes, curricula vita, letters of reference, research proposals, evaluations of candidates, notes on employment selection, etc. 

Note: Not-hired application materials for Assistant Professor, Research Assistant Professor level or higher must be managed separately - if - the hired candidate is sponsored by the UW for a green card.

Official Copy: Appointing Department - not hired application materials for Assistant Professor, Research Assistant Professor level or higher - if - the hired candidate is sponsored by the UW for a green card.
Retention: 6 years after date of filing the Application for Permanent Employment Certification
Disposition Method: Shred or Delete

Official Copy: Appointing department for all other applicants
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

Materials regarding applicants hired for hourly and student positions. May include applications, resumes, correspondence, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: Hiring Office
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

Materials regarding applicants not hired for hourly and student positions. May include applications, resumes, correspondence, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: Hiring Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

Materials regarding applicants hired for professional staff positions. May include correspondence, resumes, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: Human Resources Operations -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Official Copy: HRIS (Human Resource Information Systems)
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Hiring Office
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

Materials regarding applicants not hired for professional staff positions. May include correspondence, resumes, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: HRIS (Human Resource Information Systems)
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Hiring Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

A record of ballots cast by faculty members regarding the appointment, promotion or tenure of another faculty member. 

Official Copy: Academic Offices
Retention: for ballot issues that result in denial of tenure: 3 years after ballots counted; for other appointment, promotion, or tenure ballot issues: 1 year after ballots counted
Disposition Method: Shred or Delete

A record of the names and signatures of employees indicating receipt of their paychecks for a particular pay period.

Official Copy: Home Department
Retention: 6 months after end of calendar year
Disposition Method: Shred or Delete

Official Copy: UWT: Finance and Administration
Retention: 6 months after end of calendar year
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 months after end of calendar year
Disposition Method: Shred or Delete

Provides a record of complaints investigated locally either by the home department and/or Human Resources, and not by UCIRO. Documents may include, at a minimum, information concerning the complaint and investigation; investigation report; and resolution.

Official Copy: Home Department or Human Resources
Retention: 6 years after file closed
Disposition Method: Shred or Delete

Provides a record of personnel complaints investigated locally either by the home department and/or Human Resources, and not by UCIRO, in which the complaint proved to be unsubstantiated.

Official Copy: Home Department or Human Resources
Retention: As soon as file closed
Disposition Method: Shred or Delete

Provides a record of complaint (discrimination and sexual harassment) investigations and resolutions of complaints. May include information about complaint, correspondence, etc. 

Official Copy: Risk Management Office
Retention: 6 years after file closed
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after file closed
Disposition Method: Shred or Delete

A record of disciplinary actions taken regarding a member of the faculty, including deans, directors, etc. May include documentation of termination for cause. 

Official Copy: Academic Human Resources -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

A record of disciplinary actions taken regarding a student or hourly employee. Includes background material.

Official Copy: Employing Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

The following personnel/payroll electronic records do not have to be saved or printed because they are extracted from a master file or database.  Reports printed from a database are considered duplicates and can be destroyed as soon as they have served their reference purpose. They will be visible and accessible for their full retention period in the system of record and can be reprinted as needed. The official copy is the original digital version. See also: Electronic Records that do not need to be printed or saved

Human Resources
  • Employee Self-Service (ESS) Notifications and Confirmations
  • OWLs System Generated Reminders and Notifications
  • PERMS
  • Temporary Employee Accumulated Hours Notification
  • Work Leave Summary Review Notifications

A record certifying changes from the normal number of hours worked by each permanent employee paid on a particular budget for a particular pay period. Includes leave without pay, overtime, shift differentials, etc.

Note: For reports which include both state and grant/contract personnel see Research and Grant/Contract Records: ETRs for Grants/Contracts

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2017 should be maintained for the following retention periods:

Official Copy: Payroll
Retention: 6 years after end of the month
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after end of month
Disposition Method: Shred or Delete

A record of the judicial proceedings of a faculty committee for the resolution of differences.

Official Copy: University Committees
Retention: 6 years after case closed
Disposition Method: Transfer to Archives for review

Other Copy: College/School or Department
Retention: 3 years after claim resolved
Disposition Method: Shred or Delete

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after claim resolved
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after claim resolved
Disposition Method: Shred or Delete

Requests to the Dean, Vice President or Provost from academic personnel to perform consulting work and other professional and public activities outside the UW for compensation. Formerly known as the Request for Approval of Outside Professional Work for Compensation.

Official Copy: Office of Research
Retention: 6 years after end of the fiscal year
Disposition Method: Shred or Delete

Other Copy: Dean or Department Chair
Retention: 3 years after the end of the fiscal year
Disposition Method: Shred or Delete

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after end of the fiscal year
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after end of the fiscal year
Disposition Method: Shred or Delete

Evaluations of UW faculty performance. May be used in evaluations for merit pay. May include yearly activity report on professional activities prepared by a faculty member for review by a Chair or Dean; measures of student performance used to evaluate teaching effectiveness; student course evaluations of instructors; etc.

Official Copy: College/School or Department
Retention: 3 years after completion of review
Disposition Method: Shred or Delete

Used to verify information regarding individual faculty that has been entered into Faculty Workload System. Includes mid-quarter Faculty Surveys and End of Quarter Contact Hours.

Official Copy: College/School or Department
Retention: 1 quarter after end of quarter
Disposition Method: Shred or Delete

A record of labor-related complaints and grievances. 

Official Copy: Labor Relations Office
Retention: 6 years after case resolved or withdrawn
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after case resolved or withdrawn
Disposition Method: Shred or Delete

Documentation of titles and descriptions for classified staff positions, professional staff, faculty or hourly positions. Includes background material and distinguishing characteristics. 

Official Copy: Any Office
Retention: until superseded
Disposition Method: Transfer to Archives for review

A record of materials developed and used in the training of new UW personnel.

Official Copy: Employing Department
Retention: until superseded
Disposition Method: Transfer to Archives for review

Documentation of the overpayment repayment process for an employee. Includes the Overpayment Repayment Option Form, Overpayment Notice Letter (PDF), and Overpayment Worksheet.

Official Copy: Payroll Office
Retention:  6 years after Process Date/Final Installment Process Date
Disposition Method:  Shred or Delete

Other Copy:  College/School or Department
Retention:  1 year after Paid in Full
Disposition Method:  Shred or Delete

A record of the forms and documentation submitted to Payroll for an individual employee that has a reasonable bearing on the efficient and effective management of the UW and provides a basis for employment and post-employment benefits. 

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2017 should be maintained for the following retention periods:

Official Copy: Payroll
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: Home Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

Other Copy: UWT: Finance and Administration
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: UWB: Finance and Administration
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

Evaluations of UW staff job performance and reviews of salary. May include backup documentation such as position questionnaires, performance evaluation criteria, etc. 

Official Copy: College/School or Department
Retention: 3 years after completion of next evaluation
Disposition Method: Shred or Delete

Comprehensive record of all personnel actions affecting a UW Academic Student Employee which includes information that had a reasonable bearing on the efficient and effective management of the UW. May include appointment letter, offer letter, job description, letters of reference, resume, non-academic training records, job posting, commendations, letters of resignation, termination letter.

Official Copy: Any Office
Retention: 6 years after termination of employment with the department
Disposition Method: Shred or Delete

Comprehensive record of a department's employment of an hourly employee. Includes folders for student hourly, work-study, and temporary employees. May include applications, Notices of Temporary Employment, resumes, letters of reference, commendations/reprimands, job descriptions, copies of payroll forms, etc.  

Official Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

Official Copy: Student Financial Aid (work study records only)
Retention: 3 years after the academic year, and up to the following December 1 for reporting purposes
Disposition Method: Shred or Delete

Comprehensive record of all personnel actions affecting a faculty/academic, or classified and professional staff employee. Includes chairs, deans, directors, and temporary faculty (visiting scholars or scientists, clinical faculty, post-doctoral scholars, etc.). Includes information that has a reasonable bearing on the efficient and effective management of the UW and provides a basis for employment and post- employment benefits.

May include:

  • Application materials and references for hired staff
  • Faculty appointment packet, Request for appointment or reappointment
  • Stipend appointment
  • Degree verification
  • Honoraria payment records
  • Request for extension of appointment
  • Report of change in status/reappointment
  • Reclassification documentation for staff and professional personnel
  • Personnel Action Forms
  • Promotion and salary adjustment
  • Application for leave of absence
  • Biography
  • Summary of outside professional and public activities
  • Excess compensation payment authorization
  • Birth date card
  • Report of resignation or termination
  • Correspondence related to personnel actions

Official Copy: Human Resources Operations
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Official Copy: Academic Human Resources
Retention: 50 years after termination of employment -- basic biographical information will be retained by the Archives
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

A record certifying the number of hours worked by each hourly and student employee on a particular budget during a particular pay period.

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2017 should be maintained for the following retention periods:

Official Copy: Payroll
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after end of month
Disposition Method: Shred or Delete

Requests for, and correspondence related to, the reallocation of an employee's position to a different classification.

Official Copy: Human Resources Operations -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

Letters of reference prepared by UW employees regarding other current or former UW employees with whom they are acquainted. (File references of current employees in employee Personnel Folder)

Official Copy: Signatory
Retention: 3 years after end of reference provided
Disposition Method: Shred  or Delete

This form is used for Professional and Classified staff to obtain advance approval of outside work, whether or not for compensation, whenever the work stems from, could conflict with, or may relate to the employee’s job duties or status as a University employee.

Official Copy: Any Office
Retention: 3 years after end of academic year in which services are completed
Disposition Method: Shred or Delete

Provides a record of handling of research, scientific or scholarly misconduct allegations against University faculty, students or staff under Executive Order No. 61 where inquiry concludes that investigation not warranted.  Includes notification to respondent of allegation, any sequestered research materials relevant to allegation, and final inquiry record and report. (See 42 CFR § 93.317 for 7-year retention requirement.)

Official Copy: Office of Research Misconduct Proceedings
Retention: 7 years after UW closes case
Disposition Method: Shred or Delete

Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 7 years after UW closes case
Disposition Method: Shred or Delete

Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 7 years after UW closes case
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 7 years afterUW closes case or 3 years after termination of employment, whichever is longer
Disposition Method: Shred or Delete

Provides a record of handling of research, scientific or scholarly misconduct allegations against University faculty, students or staff under University Executive Order No. 61 where matter declined (e.g., because not within purview of Office of Research Misconduct Proceedings) or resolved (e.g., because allegation withdrawn) prior to initiation of an inquiry.

Official Copy: Office of Research Misconduct Proceedings
Retention: 3 years after allegation declined or resolved by Office of Research Misconduct Proceedings
Disposition Method: Shred or Delete

Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after allegation declined or resolved by Office of Research Misconduct Proceedings
Disposition Method: Shred or Delete

Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after allegation declined or resolved by Office of Research Misconduct Proceedings
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after allegation declined or resolved by Office of Research Misconduct Proceedings or 3 years after termination of employment with department, whichever is longer
Disposition Method: Shred or Delete

Provides a record of handling of research, scientific or scholarly misconduct allegations against University faculty, students or staff under Executive Order No. 61 where investigation warranted.  Includes notification to respondent of allegation, any sequestered research materials relevant to allegation, final inquiry record and report, and final investigation record and report (including witness interviews). (See 42 CFR § 93.317 for 7-year retention requirement.)

Official Copy: Office of Research Misconduct Proceedings
Retention: 7 years after UW or Federal government closes case; whichever is later
Disposition Method: Shred or Delete

Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 7 years after UW or Federal government closes case; whichever is later
Disposition Method: Shred or Delete

Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 7 years after UW or Federal government closes case; whichever is later
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 7 years after case closed or 3 years after termination of employment with department, whichever is longer
Disposition Method: Shred or Delete

 A record of inquiries about employment opportunities not specifically related to an open position. May include correspondence, resumes, curriculum vitae, etc.

Official Copy: Receiving Office
Retention: 2 years after date of receipt
Disposition Method: Shred or Delete

Forms used to request and provide an adjustment to an individual's salary record.

Official Copy: Payroll
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: Do not print or save. See Electronic Records which do not need to be Retained.

Used to calculate salary increases for faculty and professional staff. May include income spreadsheets and working papers. 

Official Copy: Any Office
Retention: 3 years after salary increase
Disposition Method: Shred or Delete

A record of committee procedures and decisions in the recruitment for a Dean or Director position. May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc. Does not include materials submitted by an applicant.

Official Copy: Any Office
Retention: 10 years after end of search
Disposition Method: Transfer to Archives for review

A record of committee procedures and decisions in the recruitment for a faculty or Chair position. May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc.

Official Copy: Any Office
Retention: 6 years after end of search
Disposition Method: Shred or Delete

A notification of upcoming payroll action deadlines, eg: appointment end date, temporary appointment end date, probation period end date, increment date, as well as notifications regarding students, eg: tuition payments and deadlines, etc.

These reports are now generated through Workday and do not have to be saved or printed. See Electronic Records that do not need to be printed or saved.

A record of appeals by faculty who have been denied tenure.

Official Copy: Academic Human Resources -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Official Copy: University Committees -- Adjudication Files
Retention: 6 years after case closed
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with College/School or Department
Disposition Method: Shred or Delete

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

A record of evaluations for faculty members eligible for tenure, promotion or merit pay.

Official Copy: Academic Human Resources -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after completion of review
Disposition Method: Shred or Delete

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of review
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of review
Disposition Method: Shred or Delete

Submitted by Classified and Professional Staff to request/report leave and overtime hours. 

Official Copy: Any Office
Retention: 1 year after annual audit
Disposition Method: Shred or Delete

Departmental form created to provide a detailed summary of all hours worked by an individual employee. Used to track time/overtime/leave time. Supplemental to Form 220. 

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2017 should be maintained for the following retention periods:

Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred  or Delete

Departmental source data supporting the Positive Time Report (PTR) sent to Payroll for payment of hourly wages. 

Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2017 should be maintained for the following retention periods:

Official Copy: Any Office
Retention: 6 years after fiscal year
Disposition Method: Shred or Delete

A signed record of hours worked by students employed under a state or federal work-study program.

Official Copy: Student Financial Aid
Retention: 3 years after the academic year, and up to the following December 1 for reporting purposes
Disposition Method: Shred or Delete

Other Copy: Home Department
Retention: 1 year after end of quarter
Disposition Method: Shred or Delete

A record of presentation or course material developed, gathered and used in training. May include reference material, outlines, handouts, notes, evaluations, and actual presentations.  May include employee registration and rosters.  Includes both required and non-required training.  Training may be provided by POD, UW Information Technology, eProcurement, etc.

Official Copy: Any Office Providing Training
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Home Department
Retention: 3 years after termination employment
Disposition Method: Shred or Delete

Provides record of individuals denied volunteer status at the University.

Official Copy: Any Office
Retention: End of Calendar Year plus 1 year
Disposition: Shred or Delete

Provides a record of volunteers who donate their time to work at the University.  Includes applications, agreements and records which demonstrate the time volunteers and unpaid interns spent participating in and contributing to a University process.  Records time and date for when the individual is on campus in order to provide L&I protections per UW APS 14.01.  These records can be timesheets listing the dates and hours worked, an in/out log for the department, or other tracking mechanism which suits the needs of the UW department.

Official Copy: Any Office
Retention: 6 years after end of calendar year of volunteer work ending
Disposition Method: Shred or Delete

A record of on-the-job injury reports made to the State Department of Labor & Industries when an employee seeks medical assistance. Includes Report of Industrial Injury or Occupational Disease, correspondence, etc.

Official Copy: Risk Management
Retention: 10 years after first L & I closure
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete