{"id":89,"date":"2021-11-12T14:19:30","date_gmt":"2021-11-12T22:19:30","guid":{"rendered":"https:\/\/hr.uw.edu\/studentemployment\/?page_id=89"},"modified":"2022-05-10T09:59:55","modified_gmt":"2022-05-10T16:59:55","slug":"records-retention","status":"publish","type":"page","link":"https:\/\/hr.uw.edu\/studentemployment\/resources-for-managers\/records-retention\/","title":{"rendered":"Retention of student employee records"},"content":{"rendered":"

As a state agency, any recorded information created, received, or used by the University community is considered a record and must be kept according to a records retention schedule<\/a>. Records are expected to be destroyed at the end of their retention periods except where there is a litigation or destruction hold.<\/p>\n

The table below summarizes retention schedules for student employee records. Departments are responsible for retaining these records for all applicants to and personnel in student employee positions. After the retention period, the records may be shredded or deleted.<\/p>\n

\n\n\n\n\n\n\n\n\n\n\n\n
\n

Record<\/strong><\/p>\n<\/td>\n

\n

Department Retention<\/strong><\/p>\n<\/td>\n<\/tr>\n

\n

Applications for Student Employment<\/strong><\/p>\n<\/td>\n

\n

Hired<\/a><\/p>\n<\/td>\n

\n

3 years after termination of employment with department.<\/p>\n<\/td>\n<\/tr>\n

\n

Not Hired<\/a><\/p>\n<\/td>\n

\n

3 years after completion of hiring process.<\/p>\n<\/td>\n<\/tr>\n

\n

Personnel Records<\/strong><\/p>\n<\/td>\n

\n

Academic Student employees (ASE)<\/a><\/p>\n<\/td>\n

\n

6 years after termination of employment with department.<\/p>\n<\/td>\n<\/tr>\n

\n

Hourly, Per Diem, and Student Employees<\/a><\/p>\n<\/td>\n

\n

3 years after termination of employment with department.<\/p>\n<\/td>\n<\/tr>\n

\n

Time records<\/strong><\/p>\n<\/td>\n

\n

Hourly student employee<\/a><\/p>\n<\/td>\n

\n

6 years after end of fiscal year, retained in Workday.<\/p>\n<\/td>\n<\/tr>\n

\n

Work study students<\/a><\/p>\n<\/td>\n

\n

1 year after end of quarter, retained in Workday.<\/p>\n<\/td>\n<\/tr>\n

\n

Request for leave submitted by salaried ASE<\/strong><\/p>\n<\/td>\n

\n

Salaried Academic Student Employees (ASE)<\/a><\/p>\n<\/td>\n

\n

Records created before September 2022: 1 year after annual audit.<\/p>\n

Records created after September 2022: 6 years after end of fiscal year, retained in Workday.<\/p>\n<\/td>\n<\/tr>\n

\n

Disciplinary Actions<\/strong><\/p>\n<\/td>\n

\n

Hourly or Student Employees<\/a><\/p>\n<\/td>\n

\n

3 years after termination of employment with department.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n

If you have questions about the retention of employment records, please contact the Records Management Office<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"

As a state agency, any recorded information created, received, or used by the University community is considered a record. Every record has a specific amount of time it needs to be kept before it can be destroyed.<\/p>\n","protected":false},"author":49,"featured_media":0,"parent":28,"menu_order":60,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_lmt_disableupdate":"no","_lmt_disable":"","footnotes":""},"categories":[],"class_list":["post-89","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/hr.uw.edu\/studentemployment\/wp-json\/wp\/v2\/pages\/89","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/hr.uw.edu\/studentemployment\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/hr.uw.edu\/studentemployment\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/studentemployment\/wp-json\/wp\/v2\/users\/49"}],"replies":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/studentemployment\/wp-json\/wp\/v2\/comments?post=89"}],"version-history":[{"count":8,"href":"https:\/\/hr.uw.edu\/studentemployment\/wp-json\/wp\/v2\/pages\/89\/revisions"}],"predecessor-version":[{"id":339,"href":"https:\/\/hr.uw.edu\/studentemployment\/wp-json\/wp\/v2\/pages\/89\/revisions\/339"}],"up":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/studentemployment\/wp-json\/wp\/v2\/pages\/28"}],"wp:attachment":[{"href":"https:\/\/hr.uw.edu\/studentemployment\/wp-json\/wp\/v2\/media?parent=89"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/hr.uw.edu\/studentemployment\/wp-json\/wp\/v2\/categories?post=89"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}