Retention of student employee records

Student Employment

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. Records are expected to be destroyed at the end of their retention periods except where there is a litigation or destruction hold.

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.

Record		Department Retention
Applications for Student Employment	Hired	3 years after termination of employment with department.
Applications for Student Employment	Not Hired	3 years after completion of hiring process.
Personnel Records	Academic Student employees (ASE)	6 years after termination of employment with department.
Personnel Records	Hourly, Per Diem, and Student Employees	3 years after termination of employment with department.
Time records	Hourly student employee	6 years after end of fiscal year, retained in Workday.
Time records	Work study students	1 year after end of quarter, retained in Workday.
Request for leave submitted by salaried ASE	Salaried Academic Student Employees (ASE)	Records created before September 2022: 1 year after annual audit. Records created after September 2022: 6 years after end of fiscal year, retained in Workday.
Disciplinary Actions	Hourly or Student Employees	3 years after termination of employment with department.

If you have questions about the retention of employment records, please contact the Records Management Office.