Common Schedule - Human Resources

Human Resources is the Office of Record for Human Resources records. In terms of personnel files, both the Human Resources file and the office of employment files are considered the official record, and records pertaining to placement and hiring may be found both centrally in HR and throughout all other University offices.

Click here for a printable version of the Human Resources Common Schedule. All documents referenced on this webpage are available in alternate formats, upon request.  Please contact us at fippa@umanitoba.ca, or 204-474-7559.

Personnel Files
Recruitment, Promotion and Tenure
Staffing Management
Payroll Authorization


HR-010 (Personnel Files)*

This series contains records related to the ongoing managment of individual faculty and staff, and may include consolidated work histories and other information relating to grievances, disciplinary action, resignations, STEP increases, correspondence, services records, applications, resumes, staff issues, etc.

Retention for HR-010: Cessation of Employment + 3 Years: Destroy

Example: Your office maintains the personnel files for all employees within the department (full-time, part-time, support staff, temporary staff, faculty, etc), and you are cleaning up your files. As of November 15, 2013, you can confidentially destroy any personnel files for those employees who ceased to work in your department/faculty on November 15, 2010.

Download a Requisition to Destroy Records (RDR) form for HR-010.

* May contain personal information, subject to FIPPA restrictions for access.

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HR-020 (Recruitment, Promotion and Tenure)*

This series contains records related to the promotion and tenure of academic staff, including applications, CVs, letters of offer, search summaries, correspondence and copies of professional profile material, letters of reference, research and publications. Records can be further divided into the following sub-sets:

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HR-021: Supporting documents and portfolio.

Retention for HR-021: Return to applicant upon completion of application.

Example: An associate professor in your department submits an application for promotion and tenure that includes their portfolio and supporting documents. Upon completion of the application process, these records should be returned to the applicant.

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HR-022: Letters of reference.

Retention for HR-022: Last Action + 1 Year: Destroy

Example: In July 2013, letters of reference are collected during the application process for an academic position in your department. The letters of references were reviewed and referees were called as necessary, after which, no other action is taken with the letters of reference. In July 2014, the letters of references should be confidentially destroyed.

Download a Requisition to Destroy Records (RDR) form for HR-022.

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HR-023: Letters of Offer/Applications.

Action for HR-023: Transfer to personnel file if applicant is accepted. Treat records as HR-032 if the applicant is rejected.

Example: In July 2013, an offer is accepted for an academic position in your department. The letter of offer along with the application of the successful candidate is transferred to their personnel file (HR-010). All records associated with the applications of the unsuccessful candidates are treated as HR-032 (Staffing Management).

*May contain personal information, subject to FIPPA restrictions for access.

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HR-024: All other records.

Retention for HR-024: End of Academic Year + 2 Years: Destroy

Example: All other records created during the recruitment of the academic staff in July 2013 that do not fall within the above sub-sets can be destroyed at the end of August 2015.

Download a Requisition to Destroy Records (RDR) form for HR-024.

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HR-030 (Staffing Management)

This series contains records related to the general administration of human resources, including records related to staff complements, job descriptions, VIP forms, salary guidelines, attendance records, human resources procedures, unsuccessful applications, resumes and communications related to staffing, etc. *** Series does not contain personnel records. Records can be divided into the following sub-sets:

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HR-031: General series of records, including staff complements, attendance.

Retention of HR-031: End of Current Year + 3 Years: Destroy

Example: This series consists of general human resources records that apply to the management of staff within your unit. Any specific personnel records should be filed in the appropriate personnel record.

Download a Requisition to Destroy Records (RDR) form for HR-031.

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HR-032: Unsuccessful applicants.

Retention of HR-032: Closure of Job Posting + 1 Year: Destroy

Example: Your department had a job posting close on June 15, 2013. All records, including applications and supporting documentation relating to all unsuccessful candidates should be confidentially shredded on June 15, 2014. The application and supporting documents for the successful candidate should be transferred to their personnel file (HR-010).

Download a Requisition to Destroy Records (RDR) form for HR-032.

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HR-033: Procedures, salary guidelines.

Retention of HR-033: Retain until Obsolete: Destroy

Example: Your unit has procedures or guidelines in place regarding hiring and/or salary. Maintain a copy of the procedures or guidelines until they become obsolete, then confidentially destroy them.

Download a Requisition to Destory Records (RDR) form for HR-033.

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HR-040 (Payroll Authorization)

This series consists of record related to department and unit payroll authorization, including the verification of employee employment and appropriate fund charges. The University of Manitoba has a central payroll function that relies on input from individual departments and units in order to determine employee renumeration. The primary signing authority of each Fund/Organization combination is responsible for verifying all employee renumeration amounts charged to the Fund/Organization.

Retention for HR-040: End of Fiscal Year + 1 Year: Destroy

Example: Your office maintains the payroll authorization forms for your department, and is cleaning up their files. As of April 1, 2013, all payroll authorization forms from March 31, 2012 and older can be confidentially destroyed. As of April 1, 2014, all payroll authorization forms from March 31, 2013 and older can be confidentially destroyed.

Download a Requisition to Destroy Records (RDR) form for HR-040.

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Last Updated: August 8, 2017

 

Click on the links below to view the detailed schedule description and retention period:

Capital Assets - Management of Capital Assets, Projects and Planning

Community Life - University or Faculty Events

External Relations and Services - Marketing and Promotional Materials, Donor, Vendor, Publicity and Patient Files

Finance - Supplies, Grants and Awards, Endowment Administration and General Accounting

Governance and Administration - Governance, Accreditation, Committee Files, Department Process Manuals

Human Resources - Personnel Files, Recruitment, Promotion and Tenure, Staffing Management and Payroll Authorization

Legal - Contracts and Agreements, Legal Advice, Standard Waivers, University Forms

Student Services - Faculty/Department/Program Student Files, Criminal Records Check

Teaching and Learning - Exam Administration, Course and Curriculum Files, Academic Planning, Outreach and Training, Teaching Evaluations and SEEQs