Personnel and Payroll Records

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 fiscal year
Disposition Method: Shred or Delete

Other Copy: Dean or Department Chair
Retention: 6 years after the end of fiscal year
Disposition Method: Shred or Delete

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

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

Official Copy: Academic HR selected records for hired applicant which become the basis for the personnel record
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Official Copy: Academic HR not hired
Retention: 3 years after completion of hiring process (see Note below)
Disposition Method: Shred or Delete

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

Note: Visa and Permanent Residence records are maintained separately.  Refer to Faculty/Academic Employment--International Scholars and Faculty/Academic Employment-- Permanent Resident Status.