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2,004 - Personnel Records

Revised: October 2019

The Human Resource Department is the record keeper for employee information. It is the policy of the University to take all necessary steps to safeguard personal identification information and to have robust security protocols in place to protect employee information.

Per Title 2, Chapter 5 Section 5.6.2(b) of the ÁùºÏ±¦µä System of Higher Education Code, the following information contained in personnel files must be disclosed to the public upon request: the employee’s name, title, job description, compensation and perquisites, business address and business telephone numbers, beginning date of employment and ending date of employment, educational background and work history.

These records are maintained in electronic format. Below are the employee records that are housed and the location of each record.

Personnel Record Locations
Personnel Record Location prior to 10/1/2017 Location 10/1/17-present
Service Dates Wolfdocs Workday
Contact and Emergency Contact Information Workday
Employee Documents Wolfdocs
Oath Wolfdocs Wolfdocs
Employee Acknowledgements Wolfdocs Workday
Salary History Wolfdocs Workday
Disciplines Wolfdocs Wolfdocs
Notice of Non-Reappointment/Termination Wolfdocs Workday
Demographic Information Wolfdocs Workday
Job Profile and Job Profile History Wolfdocs Workday
Compensation and Pay Change History Wolfdocs Workday
Onboarding Policies and Elections Wolfdocs Workday
Initial Contracts and Addendums Wolfdocs Workday
Job Descriptions Wolfdocs and Network Drive Workday
Annual Evaluations Wolfdocs Wolfdocs
Payslips/Check Stubs Payroll Department Workday
Career Information, including job history, education, certifications, languages and training Wolfdocs Wolfdocs
Promotion and Tenure Records Location
Personnel Record Location prior to 10/1/2017 Location 10/1/17-present
Tenure Extension Approvals Provost Office Provost Office
Promotion & Tenure Applications Provost Office Provost Office
Promotion & Tenure External Review Letters Provost Office Provost Office
Promotion & Tenure Approval/Denial Letters Provost Office Provost Office
Benefits Records Location
Personnel Record Location prior to 10/1/2017 Location 10/1/17-present
Benefit designations Paper file Paper file
Beneficiaries Paper file Paper file
Medical leave Paper file Paper file
Health information Paper file Paper file
Worker's Comp Records Location
Personnel Record Location prior to 10/1/2017 Location 10/1/17-present
Claims WC Department WC Department

Record retention is in accordance with UAM Policy 61: Records Retention and Disposition Schedule.