Staff files
An official University staff file is established for each employee who commences employment with the University. For records management purposes, this is defined as all staff employed under the terms and conditions of an industrial award. The official staff file is the authentic record relating to the employment of a staff member.
Staff files are paper-based and have lengthy retention periods. Current staff files are maintained in Staff Registry which is located at Level 5 JD Story. Files may be requested by HR staff throughstaffregistry@uq.edu.au
The following documents may be submitted for inclusion on a staff file:
|
Applications relating to successful applicants, including CV, authorisation for appointment
|
|
Award – notification of a significant award, for example from a professional or community body
|
|
Certificates/academic qualifications, correspondence confirming eligibility for an academic award,– one copy only
|
|
Change of personal details such as name by marriage
|
|
Commencement/recommencement of duty
|
|
Higher duties allowances - requests and approvals
|
|
Individual Flexibility Arrangemement forms
|
|
Induction Checklist
|
|
Leave form for non-routine leave (eg leave without salary, sick leave that relates to workers compensation, long service & maternity leave)
|
|
Notice of cessation of employment upon expiry of contract
|
|
Offer of Appointment
|
|
Offer of Appointment – acceptance sheet signed by member of staff
|
|
Other correspondence, such as
- letter requesting exemption from jury service
- permanent residency - evidence of this
- Temporary Visa - supporting documents such as evidence of private health insurance
|
|
Position description
|
|
Probation/Confirmation of appointment General Staff – official letter
|
|
Probation/Confirmation of appointment General Staff – Human Resources Division prompt
|
|
Recognition and Development Program General Staff –Recommendation for double Incrementonly
|
|
Redeployment details
|
|
Resignation letters
|
|
Resignation letters – acknowledgement of resignation
|
|
Salary information – including, loadings, performance payments, responsibility allowances (Head of School etc), call out and first aid
|
|
Superannuation matters including termination
|
|
Superannuation Registration Form
- Defined Benefit Plan
- Accumulation Super 1
|
|
Telecommuting agreements
Temporary Variation of Terms of Engagement
|
|
Separation details, including redundancy, voluntary separation packages, summary calculations
|
|
Workers compensation matters, including reports and medical certificates
|
|
Working with Children Suitability Check (Blue card)
|
|
Workplace agreements
|
The following are not placed on a Records and Archives Management Services Staff File and are returned to Human Resources Division or to Finance and Business Services Division:
- Tax File number details – should be retained only by Payroll unit
- Routine leave applications (ie other than leave without salary, sick leave that relates to workers compensation, maternity leave)
- Leave enquiries
- Communications relating to account codes for payment of staff
- Deductions including health funds, union fees, parking etc
- Grant applications
- Travel reports
- Passport details – should be sighted, noted in Aurion, and returned to owner
- Birth certificates – should be sighted, noted in Aurion, and returned to owner
- Departure check lists – retain for 12 months in organisational unit
- Study leave/Special Studies Program applications and reports (retain in organisational unit – successful 7 years after last action; unsuccessful 2 years after last action)
- Attendance sheets (retain in organisational unit – 7 years after end of calendar year.)
- Recognition and Development Program General Staff –Recommendation for single increment only
- Overpayment details retained by Payroll unit
Confidential Staff files contain records such as referees’ reports and sensitive medical reports.
Staff Files are retained and disposed of in accordance with the University’s retention and disposal schedule.
For further details, view the following PPL guidelines - Contents of University Files