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CMU Records Retention Schedule

Personnel and Human Resources Records

ID ​TitleDescription

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, background checks, 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, background checks, 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, background checks, 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


Academic / Student Records

Administrative Records

Business and Financial Records

Health and Counseling Records

Law Enforcement Records

Non-Records

Updated August 16, 2019