Student Employment Records-UW General Records Schedule

425 Steenbock Library
550 Babcock Drive
Madison, WI 53706-1201
Phone: (608) 262-5629
FAX: (608) 262-8899
Email: Records Management 

© 1996-2007 by the Regents of the University of Wisconsin.

Last updated:
April 2007

Originally published:
prior to 2001

Student Employment Records General Records Schedule (RDAs 738, 739, 740, 709)

Campus employment is part of the University experience for many students. Documentation similar to that created and maintained for permanent staff positions is often maintained at the department level, although not in as great a detail. This campus-wide records retention schedule lists the commonly held types of student employment records.

Please read this warning. Records disposition may not take place if there is an open records request, or if there is pending litigation or audit involving these records.

TRAINING AND ASSISTANCE. The staff of the University Archives will provide training and assistance with the implementation of this general records schedule.

RDA 738 Applications - Unaccepted

Applications for student employment positions may take the form of a letter, resume or a form. Generally, the information collected includes: name, campus address and phone, working experience, skills and references.

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

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RDA 739 Employment Files

Files can include some or all of the following: application, resume, W2 Form, work schedule, letters of recommendation, work authorizations, evaluations, notification of pay increases or change in status, notice of termination.

RETENTION & DISPOSITION: Retain 5 years from date of termination and destroy confidential.

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RDA 740 Work-Study Employment Files

Files can include some or all of the items listed in Employment Files. In addition, files include: copies of Work-Study certification forms, Work-Study position description, hourly time sheets*, and related documentation.

RETENTION & DISPOSITION: Retain 5 years from date of termination and destroy confidential.

*NOTE: Hourly time sheets are also listed as a separate item within the Payroll section of the Business/Financial General Schedule. Hourly time sheets have a retention period of 5 years from the date of the payroll.

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RDA 709 Employment Eligibility Verification (Form I-9)

RETENTION & DISPOSITION: Retain 3 years from date of hire OR 1 year from date of termination, whichever is later and destroy confidential.

For more information see the Faculty and Academic Staff Personnel Records General Schedule.

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