Archives of the University of Notre Dame

Applications for Faculty Employment - Non Selects Effective 12/2009
Applications and supporting documents submitted for open faculty positions.

APPLICATIONS FOR FACULTY EMPLOYMENT – NON SELECTS	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Any Academic Department	2 years	Destroy
Unofficial Copies	Committee Members	As needed for reference	Destroy

Note:
Applications for hired faculty members become part of the permanent Faculty File. See the Faculty Files retention schedule.

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Applications for Staff Employment - Non Selects Effective 12/2009
Applications and supporting documents submitted for open staff positions.

APPLICATIONS FOR STAFF EMPLOYMENT – NON SELECTS	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Office of Human Resources	2 years	Destroy
Unofficial Copies	Any Office	Up to 2 years	Destroy

Applications for Student Employment – Non Selects Effective 12/2009
Applications and supporting documents submitted for open student positions.

APPLICATIONS FOR STUDENT EMPLOYMENT – NON SELECTS	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Any Department Supervisor	2 years	Destroy
Unofficial Copies	Not Applicable	Not Applicable	Not Applicable

Note:
Applications for hired student employees become a part of the student employee file. See the Student Employee Files retention schedule.

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Employee Files (Non-Student) Effective 12/2009
The official personnel record for all non-faculty University employees is held by the Office of Human Resources. Files may include job application and resume, salary notifications, insurance and retirement information, performance reviews, corrective action materials, employee status forms, correspondence, and other related materials.

EMPLOYEE FILES (NON-STUDENT)	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Office of Human Resources	See office-specific records retention schedule for Human Resources
Unofficial Copies	Any Office	Up to 3 years after the employee has left the University or transferred to a different office	Destroy

Faculty Files Effective 12/2009
The official faculty file is held by the Office of the Provost and includes documents such as employee status and termination forms, salary notifications, curriculum vitae, tenure and promotion information, contracts, correspondence, and other related materials. Unofficial faculty files may be held by any college or academic department and sometimes include documents that are not in the official faculty files. Unofficial faculty files must, therefore, be evaluated by the Archives for possible permanent retention.

FACULTY FILES	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Office of the Provost	3 years after faculty member has left the University	Transfer to the Archives to be processed for inclusion
Unofficial Copies	Any College or Academic Department	Up to 3 years after the faculty member has left the University or transferred to a different unit	Transfer to the Archives for appraisal and retention / destruction

Student Employee Files Effective 12/2009
Reference files for student employees are held by the employing department. Files may include position description, application materials, financial information, and other employment-related materials.

STUDENT EMPLOYEE FILES	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Any Department Supervisor	2 years after student has left the position	Destroy
Unofficial Copies	Not Applicable	Not Applicable	Not Applicable

Time Cards Effective 12/2009
Forms completed by University employees to record the employee’s hours. Time Card information should be entered into UltraTime exactly as it appears on the Time Card and hours must be confirmed by the appropriate supervisor.

TIME CARDS	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Any Office	2 years	Destroy
Unofficial Copies	Not Applicable	Not Applicable	Not Applicable

Note:
If information entered into UltraTime is not identical to the Time Card, the Time Card should be retained for 5 years.

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