Faculty & Staff

Maintaining complete and up-to-date human resources records is important for efficient operations, effective human resources management, documentation in the case of grievances or legal cases, and meeting funding agencies’ record-keeping requirements. (For more information, see record retention requirements.)

A confidential personnel file on each staff member should be maintained. This file should include, but not be limited to, copies of the following:

• Job description
• Employment contract or hire letter, signed by both the employee and the University representative
• Acceptance of receipt of the Local Hire Manual, where applicable
• Curriculum vitae with photo
• Certificates and testimonials
• Identity Number
• Emergency contact information
• Dependent information (list of names, relationship, dates of birth), supported by corresponding marriage and birth certificates, where applicable
• Key correspondence
• Performance appraisals
• Written reprimands

All personnel files should be kept in a secure location and access strictly controlled.