Human Resources Records Retention Schedule

 

Notice:
The information contained on this schedule is the minimum State-required retention for the specified categories. This does NOT authorize disposal action. State approval is expressly required prior to each disposal of records, regardless of format or volume, unless the documents are specifically categorized as non-records. Contact the RIMS office to initiate a records disposal or for the State approved retention period of any items not listed below.

Upon completion of the retention period for HR records they will either be deleted, destroyed, or transferred to the University Archives. Before the retention period expires, please follow the records storage guidelines. For questions or more clarification about the correct process for these actions, please contact the RIMS office.

The Notes column indicates pertinent information about the documents, if known, such as the Office of Record and System of Record. If you have a document that does not appear below or if you have further information about the Office of Record or System of record, please contact RIMS.

A PDF version of this retention schedule is available. Download

The categories of Human Resource Records are:

Employment Applicant and Search Files

These documents are part of the Employment Applicant and Search process for individuals submitting expressions of interest or applications to be candidates for either Senior Administrative positions or other positions. Senior Administrative positions are those of the President, Vice President, Chancellor, Vice Chancellor, Provost, Vice Provost, Dean, and trustees of the University. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

Selected applicant and search files for Senior Administrative positions

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Committee procedure documents 3 years after closure of the search, then transfer to University archives Office of Record: UIC: Department/unit of the open position
Confirmation of compliance with Affirmative Action requirements 3 years after closure of the search, then transfer to University archives Office of Record: UIC: Office for Access & Equity
Copies of published works 3 years after closure of the search, then transfer to University archives Office of Record: UIC: HR Service Center
Significant correspondence 3 years after closure of the search, then transfer to University archives Office of Record: UIC: HR Service Center
Departmental notes on applicants 3 years after closure of the search, then transfer to University archives Office of Record: UIC: Department/unit of the open position
Job announcements/descriptions 3 years after closure of the search, then transfer to University archives Office of Record: UIC: HR Service Center
Letters of application 3 years after closure of the search, then transfer to University archives Office of Record: UIC: HR Service Center
Letters of reference 3 years after closure of the search, then transfer to University archives Office of Record: UIC: HR Service Center
Lists of certifications 3 years after closure of the search, then transfer to University archives Office of Record: UIC: HR Service Center
Lists of committee members 3 years after closure of the search, then transfer to University archives Office of Record: UIC: Office for Access & Equity
Lists of suggested and actual candidates 3 years after closure of the search, then transfer to University archives Office of Record: UIC: Office for Access & Equity
Newspaper accounts 3 years after closure of the search, then transfer to University archives Office of Record: UIC: HR Service Center
Pre-employment testing (e.g., drug testing, physical) 3 years after closure of the search, then transfer to University archives Office of Record: UIC: HR Service Center
Samples of publications/work samples 3 years after closure of the search, then transfer to University archives Office of Record: UIC: HR Service Center
Search committee charge 3 years after closure of the search, then transfer to University archives Office of Record: UIC: Department/unit of the open position
Transcripts 3 years after closure of the search, then transfer to University archives Office of Record: UIC: HR Service Center
Vitae and résumés 3 years after closure of the search, then transfer to University archives Office of Record: UIC: HR Service Center

Selected applicant files (except for Senior Administrative positions)

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Related correspondence 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing, HR Service Center; Students - Student Employment Office; Faculty, AP, and all others - HR Service Center
Letters of application 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing, HR Service Center; Students - Student Employment Office; Faculty, AP, and all others - HR Service Center
Letters of reference 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing, HR Service Center; Students - Student Employment Office; Faculty, AP, and all others - HR Service Center
Lists of certifications 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing, HR Service Center; Students - Student Employment Office; Faculty, AP, and all others - HR Service Center
Pre-employment testing (e.g., drug testing, physical) 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing; Students - Student Employment Office; Faculty, AP, and all others - HR Service Center
Transcripts 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing; Students - Student Employment Office; Faculty, AP, and all others - HR Service Center
Vitae and résumés 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing; Students - Student Employment Office; Faculty, AP, and all others - HR Service Center

Applicant files for all unhired candidates; Search files (except for Senior Administrative positions)

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Confirmation of compliance with Affirmative Action requirements 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Office for Access & Equity
Copies of published works 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position
Related correspondence 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position
Departmental notes on applicants 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position
Letters of application 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position
Letters of reference 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position
Lists of certifications 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position
Newspaper accounts 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position
Pre-employment testing (e.g., drug testing, physical) 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position
Samples of publications/work samples 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position
Transcripts 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position
Vitae and résumés 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position
Committee procedure documents 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position
Job announcements/descriptions 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing, HR Service Center; Students - Student Employment Office; Faculty, AP, and all others - HR Service Center
Lists of committee members 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Office for Access & Equity
Lists of suggested and actual candidates 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Office for Access & Equity
Search committee charge 3 years after closure of the search, then obtain State approval to dispose Office of Record: UIC: Department/unit of the open position

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Employment Eligibility Files

These documents contain records indicating a person's eligibility for hire by the University. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
I-9 form 3 years after date of hire or 1 year following separation from employment, whichever is later, then obtain State approval to dispose Office of Record: UIC: Students - Student Employment Office; All other employees - HR Service Center
E-Verify documents 3 years after date of hire or 1 year following separation from employment, whichever is later, then obtain State approval to dispose Office of Record: UIC: Students - Student Employment Office; All other employees - HR Service Center
Copy of visas, including H-1B, O-1, TN, J-1 scholars/interns, B-1, WB 3 years following separation from the University program, then obtain State approval to dispose Office of Record: UIC: Office of International Services

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Affirmative Action [AA]/Equal Employment Opportunity [EEO] Files

These files consist of documentation verifying the University's compliance with procedures that ensure fair hiring and employment practices. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Affirmative Action Plans and Reports 3 years after report date then transfer to University archives Office of Record: UIC: Office of Access & Equity
Agency Workforce State reports 3 years after report date then transfer to University archives Office of Record: UIC: Office of Access & Equity
VETS 100 reports 3 years after report date then transfer to University archives Office of Record: UIC: Office of Access & Equity
Illinois Board of Higher Education Employment Plan Reports 3 years after report date then transfer to University archives Office of Record: UIC: Office of Access & Equity
Search Waiver Files 2 years after search completion date then obtain State approval to dispose Office of Record: UIC: Office of Access & Equity

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Discipline and Grievance Case Files

These documents relate to employment discipline actions or warnings of employment disciplinary actions, and files related to grievances filed by employees. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Grievance responses 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Faculty - Campus Coordinating Officer;
Students - [See Student Records Retention Schedule - General Student Academic Records];
All Other Employees - Office of Labor and Employee Relations;
Public - Office of Access and Equity (if related to discrimination)
* If litigation is pending or in progress the records are turned over to University Counsel
Original complaint file 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Faculty - Campus Coordinating Officer;
Students - [See Student Records Retention Schedule - General Student Academic Records];
All Other Employees - Office of Labor and Employee Relations;
Public - Office of Access and Equity (if related to discrimination)
* If litigation is pending or in progress the records are turned over to University Counsel
Meeting notes 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Faculty - Campus Coordinating Officer;
Students - [See Student Records Retention Schedule - General Student Academic Records];
All Other Employees - Office of Labor and Employee Relations;
Public - Office of Access and Equity (if related to discrimination)
* If litigation is pending or in progress the records are turned over to University Counsel
Testimonies 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Faculty - Campus Coordinating Officer;
Students - [See Student Records Retention Schedule - General Student Academic Records];
All Other Employees - Office of Labor and Employee Relations;
Public - Office of Access and Equity (if related to discrimination)
* If litigation is pending or in progress the records are turned over to University Counsel
Documentation provided by parties 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Faculty - Campus Coordinating Officer;
Students - [See Student Records Retention Schedule - General Student Academic Records];
All Other Employees - Office of Labor and Employee Relations;
Public - Office of Access and Equity (if related to discrimination)
* If litigation is pending or in progress the records are turned over to University Counsel
Investigation results 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Faculty - Campus Coordinating Officer;
Students - [See Student Records Retention Schedule - General Student Academic Records];
All Other Employees - Office of Labor and Employee Relations;
Public - Office of Access and Equity (if related to discrimination)
* If litigation is pending or in progress the records are turned over to University Counsel
Final reports 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Faculty - Campus Coordinating Officer;
Students - [See Student Records Retention Schedule - General Student Academic Records];
All Other Employees - Office of Labor and Employee Relations;
Public - Office of Access and Equity (if related to discrimination)
* If litigation is pending or in progress the records are turned over to University Counsel
Related correspondence 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Faculty - Campus Coordinating Officer;
Students - [See Student Records Retention Schedule - General Student Academic Records];
All Other Employees - Office of Labor and Employee Relations;
Public - Office of Access and Equity (if related to discrimination)
* If litigation is pending or in progress the records are turned over to University Counsel
Settlement documentation 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Faculty - Campus Coordinating Officer;
Students - [See Student Records Retention Schedule - General Student Academic Records];
All Other Employees - Office of Labor and Employee Relations;
Public - Office of Access and Equity (if related to discrimination)
* If litigation is pending or in progress the records are turned over to University Counsel
Performance/discipline/warning records 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Employee's department

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Labor Management Relations Files

These documents relate to union contract negotiation and the labor arbitration process. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Union contract negotiation files 10 years after the contract expires or is fulfilled or after the completion of the arbitration process then transfer to University archives Office of Record: UIC: Labor and Employee Relations Office
Labor and Union management meeting notes and publications 10 years after the contract expires or is fulfilled or after the completion of the arbitration process then transfer to University archives Office of Record: UIC: Labor and Employee Relations Office
Collective bargaining agreements and related documentation 10 years after the contract expires or is fulfilled or after the completion of the arbitration process then transfer to University archives Office of Record: UIC: Labor and Employee Relations Office
Significant correspondence 10 years after the contract expires or is fulfilled or after the completion of the arbitration process then transfer to University archives Office of Record: UIC: Labor and Employee Relations Office
Contract proposals and counter proposals 10 years after the contract expires or is fulfilled or after the completion of the arbitration process then transfer to University archives Office of Record: UIC: Labor and Employee Relations Office
Planning documents 10 years after the contract expires or is fulfilled or after the completion of the arbitration process then transfer to University archives Office of Record: UIC: Labor and Employee Relations Office
Cost analyses 10 years after the contract expires or is fulfilled or after the completion of the arbitration process then transfer to University archives Office of Record: UIC: Labor and Employee Relations Office
Supporting documents - concerning issues of prevailing rate groups, unfair labor practices, collective bargaining, Illinois Labor Relations Board, and labor unions 10 years after the contract expires or is fulfilled or after the completion of the arbitration process then transfer to University archives Office of Record: UIC: Labor and Employee Relations Office

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Tuition Waiver Records

These documents relate to tuition waivers for eligible dependents of faculty and staff. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Applications 3 years after separation from the University, then obtain State approval to dispose Office of Record: UIC: HR Service Center
Relationship documentation 3 years after separation from the University, then obtain State approval to dispose Office of Record: UIC: HR Service Center
Employment verifications 3 years after separation from the University, then obtain State approval to dispose Office of Record: UIC: HR Service Center

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Leave Files

These documents relate to time off taken by employees. Except for reports of the use of shared benefits, vacation, and sick leave reports whose unit copy retention is described below, retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Vacation and sick leave reports, shared benefits reports For documents stored in a University-Approved Central Data Store (i.e. Banner), retain 6 years after separation from employment then obtain State approval to dispose. Office of Record: UIC: HR Service Center
Vacation and sick leave reports, shared benefits reports For departmental copies of documents, retain 1 year after submission to a University-Approved Central Data Store then destroy securely. Office of Record: UIC: The employee's department/unit
Certification for medical leave absences such as Family Medical Leave Act (FMLA) 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: UA Employees - Employee Relations and Human Resources (ER/HR); UI Health Employees - UI Health Leave Coordinator; All Other Employees - HR Service Center
Military leaves under Uniformed Services Employment and Reemployment Rights Act (USERRA) 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: UA Employees - Employee Relations and Human Resources (ER/HR); UI Health Employees - UI Health Leave Coordinator; All Other Employees - HR Service Center
Leaves under Victims' Economic Security and Safety Act (VESSA) 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: UA Employees - Employee Relations and Human Resources (ER/HR); UI Health Employees - UI Health Leave Coordinator; All Other Employees - HR Service Center UIUC: APs & faculty (unpaid leave) - Academic HR office

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Personnel Employment Files

These files relate to Personnel Employment for faculty, academic professionals, student employees (including those with assistantships), and all other employees. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

Faculty and AP

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Significant correspondence (of faculty and senior administrators) 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center
Lists of publications 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center
Sabbatical files 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center
Résumés 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center

All other employees

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Résumés 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing, HR Service Center;
Students - Student Employment Office;
All others (except for faculty & AP) - HR Service Center

Faculty, AP, and all other employees

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Separation files 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - HR Service Center;
Students - Student Employment Office;
Faculty, AP, & all others - HR Service Center
Performance evaluations 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - HR Service Center;
Students - Student Employment Office;
Faculty, AP, & all others - HR Service Center
Commendations 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - HR Service Center;
Students - Student Employment Office;
Faculty, AP, & all others - HR Service Center
Voluntary deductions 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Students - Student Employment Office;
All other employees - Special Programs, HR Service Center
Promotions 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing, HR Service Center;
Students - Student Employment Office;
Faculty, AP, & all others - HR Service Center
Employment action files 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing, HR Service Center;
Students - Student Employment Office;
Faculty, AP, & all others - HR Service Center
Background checks 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - HR Service Center;
Students - Student Employment Office;
Faculty, AP, & all others - HR Service Center
Employment contracts 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing, HR Service Center;
Students - Student Employment Office;
Faculty, AP, & all others - HR Service Center
Professional development 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - the employee's dept/unit;
Students - Student Employment Office;
Faculty, AP, & all others - HR Service Center
Mandated training 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Students - Student Employment Office;
All others - the employee's dept/unit
Evaluation forms 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - HR Service Center;
Students - Student Employment Office;
Faculty, AP, & all others - HR Service Center
Accommodation Files 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Office of Access and Equity
Notification letters 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing, HR Service Center;
Students - Student Employment Office;
Faculty, AP, & all others - HR Service Center
Employment testing 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - Civil Service Recruitment & Staffing, HR Service Center;
Students - Student Employment Office;
Faculty, AP, & all others - HR Service Center
Notification of appointment and change of status forms 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Civil Service - HR Service Center;
Students - Student Employment Office;
Faculty, AP, & all others - HR Service Center
Departure verification forms 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Office of International Services
Fellowship files 6 years after separation from employment then obtain State approval to dispose  
Dispute Resolution Services files 6 years after separation from employment, then obtain State approval to dispose Office of Record: UIC: Office of Access and Equity
Information Security Compliance Forms 6 years after separation from employment, then obtain State approval to dispose Office of Record: employee's authorizing department

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Promotion and Tenure Files

These documents relate to the process of considering faculty for promotion to associate professor or full professor with tenure. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Candidate dossier 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Office of the Vice Provost for Faculty Affairs
Statements from executive officers 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Office of the Vice Provost for Faculty Affairs
Letters from external reviewers 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Office of the Vice Provost for Faculty Affairs
Letters from collaborators 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Office of the Vice Provost for Faculty Affairs
Student testimonials/evaluations 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Office of the Vice Provost for Faculty Affairs
Evaluations by peers, supervisors, or committees 6 years after separation from employment then obtain State approval to dispose Office of Record: UIC: Office of the Vice Provost for Faculty Affairs

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Employment History Files

These files consist of a synopsis of each employee's employment history, including name, dates hired, titles, positions held, pay grade or salary per position, dates positions were held, percent time of each position, departmental affiliation per position, and dates of employment separation. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Dates hired 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center
Positions held 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center
Titles 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center
Pay grade or salary per position 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center
Dates positions held 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center
Percent time of each position 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center
Departmenal affiliation per position 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center
Dates of employment separation 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center
Summary documents that recount various details such as courses taught, number of students, independent study and thesis supervised, course evaluation ratings, publications, research in progress, university service, professional activities, lectures, and papers 6 years after separation from employment then transfer to University archives Office of Record: UIC: HR Service Center

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Employee Unemployment Insurance Case Files

These documents relate to unemployment compensation claims filed by terminated employees. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Original statements 6 years after claim has been settled then obtain State approval to dispose Office of Record: UIC: HR Service Center
Reports and supporting documents 6 years after claim has been settled then obtain State approval to dispose Office of Record: UIC: HR Service Center

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Employee Conflict of Interest Files

These documents relate to the verification of employee compliance with routine conflict of interest reporting. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Reports of Non-University Activities (RNUAs) 6 years after the end of the academic year in which they were submitted then obtain State approval to dispose Office of Record: UIC: the HR office of the employee's unit [as of AY2016, use STARTmyDisclosures, administered by the Office of the Vice Chancellor for Research, Conflict of Commitment & Interest unit]
Reports related to the verification of employee compliance with RNUAs 6 years after the end of the academic year in which they were submitted then obtain State approval to dispose Office of Record: UIC: the HR office of the employee's unit [as of AY2016, use STARTmyDisclosures, administered by the Office of the Vice Chancellor for Research, Conflict of Commitment & Interest unit]
Forms related to the verification of employee compliance with RNUAs 6 years after the end of the academic year in which they were submitted then obtain State approval to dispose Office of Record: UIC: the HR office of the employee's unit
Checklists related to the verification of employee compliance with RNUAs 6 years after the end of the academic year in which they were submitted then obtain State approval to dispose Office of Record: UIC: the HR office of the employee's unit [as of AY2016, use STARTmyDisclosures, administered by the Office of the Vice Chancellor for Research, Conflict of Commitment & Interest unit]
Correspondence related to the verification of employee compliance with RNUAs 6 years after the end of the academic year in which they were submitted then obtain State approval to dispose Office of Record: UIC: the HR office of the employee's unit
Meeting agendas and minutes related to RNUAs Permanent, see RIMS for guidance Office of Record: UIC: the office that hosted the meeting
Conflict management plans and related files 6 years after the close of the conflict management plan then obtain State approval to dispose Office of Record: UIC: the HR office of the employee's unit [as of AY2016, use STARTmyDisclosures, administered by the Office of the Vice Chancellor for Research, Conflict of Commitment & Interest unit]
Verification of compliance with routine conflict of interest reporting related to sponsored research or federal or state agency requirements 6 years after the end of the academic year in which they were submitted then obtain State approval to dispose Office of Record: UIC: Electronic PDF process administered by the Office of the Vice Chancellor for Research, Conflict of Commitment & Interest unit. [As of FY2017 = STARTmyDisclosures, administered by the Office of the Vice Chancellor for Research, Conflict of Commitment & Interest unit]

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Employee Ethics Files

These files consist of reports and forms documenting the completion of an employee's mandated ethics training, and/or other employment-related compliance requirements. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Verification of employee compliance with routine conflict of interest reporting related to employment with the State of Illinois 3 years after the date of submission then obtain State approval to dispose Office of Record: University Ethics and Compliance Office
Verification of an employee's completion of required ethics training 3 years after the date of submission then obtain State approval to dispose Office of Record: University Ethics and Compliance Office

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Human Resources Policy Administration Files

These files provide a record of the development of human resources policies and procedures. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Minutes of committees 10 years then transfer to University archives Office of Record: UIC: HR Administration Office
Task forces related to HR operations or programs 10 years then transfer to University archives Office of Record: UIC: HR Administration Office
Program statements 10 years then transfer to University archives Office of Record: UIC: HR Administration Office
Annual reports 10 years then transfer to University archives Office of Record: UIC: HR Administration Office
Budgets 10 years then transfer to University archives Office of Record: UIC: HR Administration Office
Long-range plans 10 years then transfer to University archives Office of Record: UIC: HR Administration Office
History files 10 years then transfer to University archives Office of Record: UIC: HR Administration Office

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Primary Audience

This Schedule will specifically help those with federal and state compliance requirements such as staff from the following areas:

  • Academic Human Resources
  • Staff Human Resources
  • Unit/Department Human Resources

Contributors

Our many thanks to the following contributors who worked with us to create this schedule through discussion, collaboration, input, and consensus:

  • University HR – Katie Ross Melnick, Maureen Parks, Anne Jennings Schaefer, Eric Smith
  • UIUC Office of the Vice Chancellor for Research – Melanie Loots
  • UIC Office of the Vice Chancellor for Research – Jacquelyn Jancius
  • UIC Office of the Vice Chancellor for Academic Affairs – Gerolyn Hudson
  • University Ethics and Compliance Office – Donna McNeely
  • UIS HR – Melanie Trimm
  • UIC HR – Jack McEnery, Amira Ghadeer, Roseanda Police Hall, Maryann Teal, Lillie Adams, Tom Riley, Shelissa Rodriguez, Odell Richmond, Susan Balmes, Arwa Naji
  • University Counsel – Laura Clower
  • UIC University Archivist – Scott Pitol
  • UIS University Archivist – Tom Wood
  • UIUC University Archivist – Bill Maher
  • UIC Office for Access & Equity – Keana Galloway
  • UIC Student Employment Office – Carmen Garza
  • UIC Office of the Vice Provost for Faculty Affairs – Angela Yudt, Faizan Abid