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RDA 701 Position Vacancy Listing (PVL)

The final approved version of the PVL noting the "released" status and date and accompanying documentation (organizational chart and market study if required--the organization chart however does not originate within the PVL system), job description, comments page, recruitment efforts plan, any waivers, and signature history are printed from the PVL system. The APO office also prints and retains with the PVL documentation the email messages notifying all parties that the PVL is complete and has been released.

The PVL describes the position which is being recruited including information regarding: employing unit and payroll (funding) source(s), position title, type of appointment, salary level, dates of availability and appointment, position description and qualifications, and approval signatures. A PVL must be completed for all faculty, limited and academic staff positions before open recruitment begins. (For exceptions to open recruitment contact the Academic Personnel Office.) When the position has been approved at UW System, the PVL is assigned a number, a final version of the PVL is produced for posting, and copies of the released PVL are distributed to the appropriate dean and department offices. Departments can print a copy of the PVL, but the official PVL is the one released by the APO.

ARRANGEMENT: APO prints and files the PVLs and supporting documentation and retains them numerically by PVL number.

RETENTION & DISPOSITION:
Academic Personnel Office: This is the official set of PVL documentation and will be retained for a period of 6 years and destroyed.
Dean: Retain 6 years past the date the position is filled and destroy.
Department: A copy of the approved PVL is to be placed in the successful candidate's personnel file, see RDA 700.
Data Storage Facility: Purge cycles for data stored in the data storage facility need to conform to the established retention periods for the official records outlined in the PVL process.

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RDA 702 Position Vacancy Listing (PVLG) System, 1981-1999

The PVLG system allows the campus Academic Personnel Office (APO) to effectively manage recruitment for vacant positions. The System was initiated in 1981, and produced a variety of reports including the final version of the PVL. When the new PVL system was implemented in 1999, some aggregated legacy data from PVLG remains available via central data storage facility.

RETENTION & DISPOSITION:
Retain 6 years and destroy/delete

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Hiring - General Information (Including Search and Screen)

Recruitment for some unclassified staff involves the Search & Screen process in which a committee is created to facilitate the review of applicants and selection of the final candidate(s). The duties of the search and screen committee are outlined in the "Search Handbook". The "Handbook" recommends that at one of its earliest meetings, the search and screen committee discuss how and where its records will be kept.

It is recommended that the chairperson of the committee be responsible for the committee's records as outlined in this document.

For other unclassified staff positions a less formal review of candidates may be undertaken; however, the record series and retentions listed in this section would apply regardless of the review process used.

RDA 703 Hiring - Candidate Files

Documents related to candidates or nominees including resumes, vitae, transcripts, background checks (if required) and supporting forms and documentation, letters of recommendation, and copies of correspondence with the candidate.

RETENTION & DISPOSITION:
Retain 6 years from the date the position was filled and destroy. Materials for the successful candidate will be transferred to the official personnel file (see RDA 700).  

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RDA 734 Affirmative Action Data Questionnaire (AADQ)

This form is sent to all applicants to self-identify for affirmative action purposes. It is used to complete the Applicant Data Card.

RETENTION & DISPOSITION:
Retain 6 years past the date the position is filled and destroy.  

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RDA 704 Employment Inquiry Files

Applicant materials received by departments for no particular position opening. Materials can include: vitae, letters of inquiry, and other correspondence. May also include transcript information and letters of recommendation. This series may also be known as "unsolicited applications."

RETENTION & DISPOSITION:
Retain 1 year from date of receipt and destroy.  

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RDA 705 Search and Screen Committee Records

Minutes, lists of candidates and nominees, lists of interviewees, press releases and other publicity materials, position descriptions, position vacancy announcements, list of search and screen committee members, lists of colleagues and professional organizations from which nominations may have been sought, sample letters sent to applicants, sample questions used in the interview process.

RETENTION & DISPOSITION:
Retain 6 years from the date position was filled and destroy except for search and screen committees of dean and higher level positions which will be transferred to the university archives for preservations.

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RDA 735 Affirmative Action Review Form (AARC)

 This form is to be completed for faculty, limited or academic hires if:

• underutilization exists in the job group being filled

• members of the underutilized protected groups were in the applicant pool, and

• an underutilized protected group member was not recommended.

The form collects information such as: position title, PVL #, name of candidate, explanation of why candidate is being recommended, and signatures of authorizing positions.

RETENTION & DISPOSITION:
Retain 6 years from the date the position is filled and destroy.  

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RDA 706 Letters of Appointment or Offer

Letter which outlines the duties of the position, type of appointment, percent time of appointment, beginning and end dates of appointment, financial remuneration, title and name of person to whom the employee is immediately responsible, departments involved in the funding of the appointment, and governance rights.

RETENTION & DISPOSITION:
Department: Accepted letter of offer is sent to the individual and a copy is placed in the individual's personnel file, which is retained permanently.
Academic Personnel Office: Maintains a copy of letter of offer Limited Term Employees only and retains it for a period of 1 year from acceptance and destroy.

All other copies need only be kept for administrative purposes, and then destroyed. Letters of appointment are frequently held with departments' annual budget files or working papers because they contain salary information, however; this should not be the official copy of the appointment letter. It should be retained only as long as needed for reference in developing the budget and can be destroyed.

Rejected letters of offer: Retain 6 years from date of rejection and destroy.

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C.  APPOINTMENT

RDA 707 Applicant Data Card

At the conclusion of the hiring process, the chair of the committee or the department designee must complete and submit the applicant data card, which notes PVL number, gender and heritage codes, appointee's name, position title, date appointment begins, title code, name of person making selection. The card is filed with the Affirmative Action Office.

RETENTION & DISPOSITION:
Retain 6 years from the date the position is filled and destroy.  

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RDA 709 Employment Eligibility Verification (Form I-9)

Federal law requires employers to verify the employment eligibility and identity of employees. Form I-9 includes the employee's name, address, date of birth, social security number, verification of citizenship and date and signature. The form also includes a section for the employer to verify the documentation provided to prove citizenship and employment eligibility.

RETENTION & DISPOSITION:
Department: Retain 3 years from date of hire and destroy or 1 year from date of termination whichever is later, 8 U.S.C. S.1324a(b)(3). . Retain the form preferably in a separate file or in a sealed envelope in the individual's permanent personnel file. [See point #4 under filing suggestions-Personnel File.]

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IADS: Integrated Appointment Data System - General Information

The Integrated Appointment Data System (IADS) is an information system that relates data about people, positions and funding (payroll). The system is designed to provide complete and up-to-date information about staff appointments and speed the processing of payroll and personnel transactions. Maintained by Administrative Data Processing as one of the 3270 mainframe applications, the IADS system was implemented in February of 1989.

RDA 710 IADS Appointment Add or Change Forms

Forms used as worksheets to update the appointment data file, e.g., appointment change, appointment department change, rate and title and fund changes, and others. Department chair, dean and/or director signatures and dates appear at the bottom. The forms indicate:

• Person information-name, social security number, person ID, appointment number, sex, date of birth, highest degree;

• Appointment information-begin date, appointment code, appointment reason, prior appointment information, appointment type and title, rate, appointment UDDS, hours or percent time, recruitment type, probation type and length, and;

• Funding information-begin and end dates, UDDS coding, amount, rate of pay, agreement and actual amount per pay period.

RETENTION & DISPOSITION:
Dean: Retain 2 years from the date of the record and destroy.
Department and other copies: Retain 6 months from the date of the record and destroy.

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RDA 711 IADS Data File

Historical data files containing all elements except social security number will be produced by ADP on appropriate electronic storage media and retained permanently along with sufficient documentation to insure adequate access and retrieval of information in the IADS system. Access to the history tape for historical research purposes will be coordinated through the University Archives.

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D.  Employee Evaluation and Promotion including Tenure and Indefinite Appointment

RDA 712 Student Evaluations and Summaries

Statistical and/or narrative evaluation forms and summaries completed by students regarding the teaching performance of individual faculty and academic staff. These evaluations and/or their summaries are used in the tenure review and merit review processes.

RETENTION & DISPOSITION:
Tenured Faculty: Retain 5 years from the end of the semester in which they were completed and destroy, provided a copy of the summaries is transferred to the individual's permanent personnel file.  
If summaries are not prepared, the evaluations in whatever form need to be retained in their entirety for the 5 years. This provision also applies to probationary and teaching assistant and academic staff.
Probationary Faculty: Retain 6 years from the end of the tenure review process and destroy, provided summaries are transferred to the individual's permanent personnel file.
Academic Staff and TA's, PA's: Retain 2 years from the end of the semester in which they were completed and destroy, provided summaries are transferred to the individual's permanent personnel file.

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RDA 713 Faculty Tenure File - Successful and Unsuccessful

Among the documents in the dossier are the following types of materials: vitae, evaluation summary information, letters of recommendation, lists of publications or other record of scholarly productivity, letter from the chair that summaries the individual's career, statements from the candidate, evidence of service to the university and the profession and notice of the recommendation regarding tenure. Tenure candidates are first reviewed by the department executive committee; those with positive recommendations from the executive committee are forwarded for divisional committee review. A positive recommendation by the divisional committee sends the tenure file to the dean who makes the final recommendation to the provost. A negative vote by the divisional committee terminates the process; however, the dean can override the decision and recommend sending a recommendation to the provost.

RETENTION & DISPOSITION:
Divisional Committee: The office of the Secretary of the Faculty maintains the tenure files of those candidates recommended for tenure by department executive committees. These files are retained by that office for a period of 6 years from the date of final review and then transferred to the University Archives for preservation.
Academic Personnel Office: Retain 6 years from date of tenure decision and destroy.
Dean: Retain tenure files 6 years from the date of the final tenure decision and destroy (see note below).
Department: Retain all tenure files 6 years from the date of the final tenure decision and destroy (see note below).
Provost: Retain tenure files 6 years from the date of the final tenure decision and destroy (see note below).

NOTE: Prior to disposal at the dean, department and chancellor levels, materials not a part of the divisional committee tenure file must be transferred to the individual's permanent personnel file.

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RDA 732 Tenure Roster

A chronological listing of those individuals achieving tenure maintained by the Academic Personnel Office.

RETENTION & DISPOSITION:
Retain 10 years and transfer to the University Archives.  

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RDA 714 Notice of Tenure

Letter formally granting tenure to the faculty member.

RETENTION & DISPOSITION:
One copy is placed in the individual's permanent personnel file.  

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RDA 715 Indefinite Appointment Files

Files for consideration of indefinite appointment may include the following types of materials: vitae, letters of recommendation, position description, outline of professional activities, lists of articles or publications when appropriate.

RETENTION & DISPOSITION:
Academic Personnel Office: Retain the indefinite appointment files for 6 years past the date of final decision and transfer to the University Archives.
Academic Staff Review Committee: Retain until review is completed and destroy.
Department, Dean, Director: Retain materials 6 years from the date of final decision and destroy (see note below).

NOTE: Prior to disposal at the dean, department and chancellor levels, materials not a part of the divisional committee tenure file must be transferred to the individual's permanent personnel file.

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RDA 716 Notice of Indefinite Appointment

Copy of the letter formally granting an indefinite appointment to the member of the academic staff.

RETENTION & DISPOSITION:
Academic Personnel Office: Retain a copy in the indefinite appointment file.
Department: One copy is placed in the individual's permanent personnel file.
Dean, Director: Retain a copy for 6 years from the date of the letter and destroy.

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RDA 717 Performance Reviews and Responses

Individual written reviews of staff performance.
 
RETENTION & DISPOSITION:
A copy is placed in the individual's permanent personnel file.  

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E.  STAFF DEVELOPMENT

RDA 718 Request for Authorization to Reimburse Employee Fee Tuition

This is a request form used by an employee seeking authorization to obtain reimbursement for course work and other training. It is completed by the employee and details the type of course, educational status of employee, amount of work time to be used, employee signature and date. A portion of the form is completed by the individual's supervisor or chairperson and details whether course work is job related, whether course work is required, approval signatures and dates. The form also contains a provision for certifying successful completion of the course.

RETENTION & DISPOSITION:
Dean, Director, Department Chair: Retain 3 years from date of reimbursement and destroy.
Academic Personnel Office: Retain 3 years from date of reimbursement and destroy.

RDA 719 Sabbatical Leave

No specific application form is required; however, the following items are usually included in the proposal: a cover page, description of the proposed sabbatical program, current vita, list of all leaves of absence from the University and dates regardless of funding, a list of all grants or other awards applied for to be used during the sabbatical, and notation as to semester(s) when sabbatical will be taken. ("Personnel Policies and Procedures Handbook", 12.02. contains full references for cited publications.)

RETENTION & DISPOSITION:
Department: Retain 6 years from date of final action and destroy.  
Dean: Retain 2 years from date of final action and destroy.
Academic Personnel Office: Retain 6 years from date of final action and destroy.

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RDA 720 Notice of Sabbatical Award

Letter from the chancellor notifying the faculty member of sabbatical award after approval by the Board of Regents.
 
RETENTION & DISPOSITION:
Department: A copy is placed in the individual's permanent personnel file.

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RDA 721 Faculty and Academic Staff Awards and Grants

A number of faculty and academic staff grants and award programs have been established to meet professional retraining or renewal purposes; for example, faculty development grants, research service grant program, academic staff improvement grants, professional development grants, academic staff excellence awards, etc. For most of these programs, specific application forms are not required with the exception of the undergraduate teaching improvement program; however, the following items normally comprise a proposal: detailed outline of retraining or renewal program, benefits of the program to the department, relationship to institutional faculty development plan, details of grant costs, and details on how the grant proposal will be evaluated. Various levels of review are required depending upon the program; some require review and approval at the UW System Administration level.

RETENTION & DISPOSITION:
Academic Personnel Office: Unapproved proposals: Retain 3 years from the date of final action and destroy.
Approved grants: Retain 3 years from the date of final action and destroy.

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RDA 748 Teaching and Hilldale Awards

These two award programs are managed by the executive committee structure as part of the secretary of the faculty. These awards are significant ones and include a cash prize. Files contain application/nomination materials including copies of CV, letters of recommendation, and other supporting documentation. Approximately 8-10 awards of each type are awarded annually.
 
RETENTION & DISPOSITION:
Retain 3 years from close of award year and transfer to the University Archives.

RDA 722 Notice of Award: Faculty and Staff Awards and Grants

Letter notifying the faculty or academic staff member of the UW System committee or other approvals. Faculty and academic staff grants and award programs have been established to meet professional retraining or renewal purposes.
 
RETENTION & DISPOSITION:
Retain in the individual's personnel file.  

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RDA 733 Named Professorships

Individual files on faculty members nominated and awarded a named professorship. File includes: letters of nomination, curriculum vitae, copy of the notification of award, correspondence and other background information. The original notice of named professorship is in the individual's permanent personnel file within his/her department.
 
RETENTION & DISPOSITION:
Retain 6 years and destroy (original to be filed in personnel file which is maintained permanently).  

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RDA 723 Emeritus or Distinguished Service Recognition

Letter from the chancellor conferring emeritus or distinguished service recognition.
 
RETENTION & DISPOSITION:
Academic Personnel Office: Retain 6 years from the date of the letter and transfer to the University Archives.
Dean: Retain 1 year from the date of the letter and destroy.
Department: Emeritus or distinguished service recognition materials are to be placed in the individual's personnel file.

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F.  TERMINATION OF EMPLOYMENT

RDA 724 Non-renewal

Records include: notice of non-renewal from the employee's supervisor, department or dean or administrative officer making the decision; reasons for non-renewal, if provided; written request for full review or appeal; records of an appeal if one is conducted; and any report to the dean or chancellor (for faculty this includes the report of the Committee on Faculty Rights and Responsibilities if an appeal is filed).
 
RETENTION & DISPOSITION:
Academic Staff and TA's, PA's:
Department: A copy of the notice of nonrenewal and reasons, if requested, must be placed in the individual's permanent personnel file.
Dean or Other Appropriate Authority: Retain records of appeal and report 6 years from date of final action and transfer to the University Archives.
Hearing Body or Committee: Retain all records for 6 years from the date final decision and transfer to the University Archives.

Faculty:
Department: A copy of the notice of nonrenewal and reasons, if provided, along with the report of the Committee on Faculty Rights and Responsibilities (if the nonrenewal was appealed to the Committee) must be placed in the individual's permanent personnel file.
Dean, Department: Retain 6 years from date of final decision and destroy.
Chancellor: Retain 6 years from the date of final decision and transfer to the University Archives.
Hearing Body or Committee: Retain all records for 6 years from the date final decision and transfer to the University Archives.

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RDA 725 Layoff

Records may include notice of pending layoff due to financial emergency (faculty) or funding or program redirection (academic staff), hearing transcripts and other evidence and recommendations from the Committee on Faculty Rights and Responsibilities or other appropriate hearing body.
 
RETENTION & DISPOSITION:
Academic Staff Office: Retain all records for 6 years from the date final decision and transfer to the University Archives.
Department: Retain a copy of the notice in the individual's official personnel file.
Hearing body or Committee: Retain all records for 6 years from the date of final decision and destroy.

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RDA 726 Resignation or Retirement

Letter of resignation or retirement.
 
RETENTION & DISPOSITION:
Department: Retain in the individual's permanent personnel file.

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RDA 727 Termination for Cause

Records may include some or all of the following: formal notice of charges, notice of appeal, hearing transcripts and evidence (if a hearing is conducted), recommendations made to the chancellor and, in the case of academic staff, the recommendation of the dean, director or appropriate administrator.

RETENTION & DISPOSITION:
Department: A copy of the formal notice of charges and a copy of any formal action taken shall be retained in the employee's permanent personnel file.
Academic Personnel Office (for academic staff): Retain 6 years from date of final action and destroy.
Secretary of the Faculty (for faculty): Retain 6 years from date of final action and destroy.

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RDA 736 Terminated Foreign Faculty H1S

The Office of International Faculty and Staff Services, part of the Human Resources Office, processes immigration and visa information for foreign faculty and staff.  This series includes:  H1B application, petition, approval and related documentation.  Title 8 of the Federal Code of Regulations requires that current immigration records be maintained on all foreign faculty and staff.
 
RETENTION & DISPOSITION:
6 years from expiration of visa rights and destroy.  

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RDA 737 Foreign Faculty and Staff--Permanent Resident

The Office of International Faculty and Staff Services, part of the Human Resources Office, processes immigration and visa information for foreign faculty and staff.  This series includes:  H1B application, petition, approval and related documentation.  Title 8 of the Federal Code of Regulations requires that current immigration records be maintained on all foreign faculty and staff.

RETENTION & DISPOSITION

International Faculty and Staff Services: Retain 1 year after which processing notes and routine correspondence will be destroyed. Transfer the balance of the file to the employing department to be included with the individual's permanent personnel file.

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G. GRIEVANCES; COMPLAINTS

RDA 728 Written Complaint Records

A written complaint about a faculty under Chapter 9 of the Faculty Policies and Procedures filed with the Chancellor. If the Chancellor refers the complaint to the Committee on Faculty Rights and Responsibilities, the CFRR prepares findings of fact and recommendations in disciplinary cases and transmits them to the Chancellor and to the faculty member. CFRR conducts two types of investigations: appeal for nonrenewal (see RDA #724), and appeal for disciplinary action.

A written complaint about an academic staff member under Chapter 8 of Academic Staff Policies and Procedures is filed with the administrator who had jurisdiction over the employee named.

RETENTION & DISPOSITION:
Department: Copy of the written complaint which leads to a disciplinary action and any notice of disciplinary action shall be retained in the employee's permanent personnel file.
Academic Personnel Office (for academic staff): Retain 6 years from date of final action and destroy.
Secretary of the Faculty (for faculty): Retain 6 years from the date of final action and destroy.

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RDA 729 Formal Grievance Files

Files containing materials relating to grievances filed under "Faculty Policies and Procedures" Chapter 8 or "Academic Staff Policies and Procedures" Chapter 9.

RETENTION & DISPOSITION:
Department or Dean: Retain 6 years from the date of final decision unless otherwise stipulated by authority and destroy.
University Committee (for faculty members) or Hearing Panel (for academic staff): Retain 6 years from date final decision and transfer to the University Archives.
Academic Personnel Office: Retain 6 years from date of final decision unless otherwise stipulated by authority and destroy.

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RDA 730 Grievance Files; TA's, PA's

Grievance forms together with written responses and related correspondence filed with the department chairperson (Step one); Dean/Director (Step two); or chancellor or designee (Step three).

RETENTION & DISPOSITION:
Department, Dean, Chancellor or designee: Retain 6 years from date of final decision and destroy.
Academic Personnel Office: Retain 6 years from date of final decision and destroy.

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H.  EMPLOYEES IN TRAINING

This section applies to: employees in training titles as defined in Unclassified Title Guideline, most current version. This section applies to fellowships and postgraduate associates. This section does not apply to post graduate fellows, medical residents employed with the UWHC organization.

RDA 746 Personnel File

The personnel file includes the following documentation: application form and supporting documentation if required or requested, letters of recommendation, letter of appointment or award, lists of awards and grants, position description or description of project responsibilities, letter of termination or resignation.

Recommendations for file maintenance and disposition noted under RDA #700 are applicable in this section as well. Additionally, departments are discouraged from retaining academic student record information within this personnel file.

RETENTION & DISPOSITION
Retain 6 years from termination of employment and destroy.

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I. VOLUNTEERS

This section applies to any unit utilizing volunteers in any aspect of their operations. A memorandum, dated September 14, 2000, from the Provost's office outlines the necessity to document volunteers and provides an FAQ for both volunteers and departments.

RDA 747 Volunteer Letters and Supporting Documentation, If Required

University departments utilizing volunteers are required to provide the volunteer with a letter documenting the conditions of the relationship to the department such as the period of time, anticipated hours, and brief description of responsibilities/activities. Volunteers are to be provided a copy of the campus FAQ on volunteer status at the University. If the volunteer activities are such that a background check is needed/required, a copy of it should be retained with the copy of the volunteer letter.

RETENTION & DISPOSITION
Retain 6 years from date of termination of relationship and destroy.

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J. OTHER PERSONNEL DOCUMENTATION

Personnel Activity Reports (PARs)

The Personnel Activity Reports (PARs) is used to document time and effort by faculty and academic staff on extramural support projects. The retention of these records is governed by Research Administration that receives and retains the original PAR forms. These records are incorporated into the campus-wide Business/Financial Records Schedule, but the retention information is repeated here because the PAR form is often treated as a personnel record at the departmental level.

RETENTION & DISPOSITION:
Research Administration:  Retain 3 years and destroy.
Departments: Retain 2 years and destroy.

Unclassified Leave Accounting System (UCLA)

See the Payroll and Related General Records Schedule for detailed information on the retention policies for information in this system.

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APPENDIX A

Sources Cited in This Document

Most of the sources cited below are working documents, and are regularly revised to meet new conditions and needs.

• "Archives and Records Management Manual." University of Wisconsin-Madison Archives. Revised 1988.
• "Cooperative Records Inventory, Analysis and Appraisal Project - Report and Records Manual". UW System Archives Council. 1983.
• "Faculty Policies and Procedures - University of Wisconsin-Madison." Office of the Secretary of the Faculty. "As approved by the Faculty Senate on May 15, 1978 with subsequent amendments as of September 11, 1989."
• "Personnel Policies and Procedures Handbook." 3/90.
• "Search Handbook, Faculty, Academic Staff, and Limited Appointments." Prepared by the Office of Faculty and Staff Development and Office of Affirmative Action and Compliance. Revised 12/89.
• "UW-Madison Academic Staff Policies and Procedures." Revised 2/2003.

 

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