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E10. Human Resources Files

E10.1 PolicyE10.2 ScopeE10.3 Reference

E10.4 Application  E10.4.1 Storage  E10.4.2 Employee Personal Files  E10.4.3 Administrative Files and Registers  E10.4.4 Vacancy Files  E10.4.5 Closed Files  E10.4.6 OthersE10.5 Delegations AuthorityE10.6 Human Resources ContactE10.7 Status

E10.1 PolicyThe University will maintain human resources files in accordance with theUniversity’s Archive Policy.

(Approved by Council June 1998)

E10.2 Scope

All records of correspondence relating to matters of employment will be maintainedwithin the Human Resources Central File Area. These include:

• Employee Personal Files• Administrative Files and Registers• Vacancy Files• Position Files• Closed Files

E10.3 Reference

• Human Resources Records Management Manual, 1 June 1993.• USQ Archives Policy and Procedures, 1997.• Libraries and Archives Act 1988.• Freedom of Information Act 1992.

E10.4 ApplicationE10.4.1 Storage

All Human Resources files are to be stored in a secure location and maintained inaccordance with the Human Resources Records Management Manual.

E10.4.2 Employee Personal Files

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E10.4.2(a) A personal file will be maintained for every employee appointed to theUniversity through the formal recruitment and selection process, and will containcopies of the following:

• Application for employment,• Letter of appointment,• Letters varying conditions of employment,• Materials which the employee has specifically provided for inclusion on file,

eg. testimonials,• Records of formal disciplinary warnings or disciplinary actions, probation and

performance reports,• All other correspondence referring to the employee.

E10.4.2(b) Casual and temporary employee records will be maintained in the form of the appropriate Casual or Temporary Employment form, and will be retained withinexisting storage areas allocated to faculties or sections, for a minimum retentionperiod of seven years, after last action. Refer General Disposal and Retention

Schedule for Administrative Records issued June 1997 by Queensland StateArchives.

E10.4.2(c) A computer based record of employment information will also bemaintained containing personal details, records of current and past Universityappointments, and leave details. Access to this information is provided to authorisedadministrative employees of each Faculty, and to Deans.

E10.4.2(d) The employee concerned will have access to their personal records. Inthe case of the personal files the material will not be removed from the area where itis held, except with the approval of the Group Manager, Human Resources andCorporate Services. The employee concerned may, however, obtain a copy of thematerial held on either their personal file or the computer based file in accordancewith relevant FOI legislation.

E10.4.2(e) Any employee requiring access to their personal file is to makeapplication to the Group Manager, Human Resources and Corporate Services.

E10.4.2(f) Separate files (to which the employee concerned will not have access) willbe kept for the following:

i. Confidential reports from referees will be kept on a temporary file until anappointment to a position has been made. The temporary files of unsuccessfulapplicants will then be destroyed.

ii. Information obtained by the University from an outside person or organisation

regarding the employee. This information may include reports of a medical naturerequired by the State Service Superannuation Scheme or the University. In caseswhere the contents of the medical report are likely to affect the staff member'semployment, the staff member will be made aware of the information on the report.

iii. Communications which relate to actual or likely litigation involving the Universityor an employee.

iv. Communications that involve the State Ombudsman.

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E10.4.2(g) Access to personal files will be available to Categor 4 Delegates or abovewhere the employee is employed, or the Delegate’s nominee.

E10.4.2(h) Employees of Human Resources will be responsible for maintaining fileson employees and for providing information to authorised employees. Confidentialityof information will be maintained at all times.

E10.4.2(i) Any person from outside the University making inquiries regarding theinformation held on an employee’s file is to be referred to Human Resources.Employees of Human Resources will only confirm information given concerning anemployee’s name, employment and dates of commencement and/or termination.

E10.4.2(j) Employees are to notify Human Resources of changes to information heldon file, such as change of address and educational qualifications, as they occur.

E10.4.2(k) Information relating to leave entitlement may be obtained from HREmployee Self Service (ESS), Faculty Administrators or Human Resources.

E10.4.2(l) When an employee leaves the employment of the University the personalfile of the employee will be held for the specified period specified in the Libraries and

Archives Act 1988 and then be destroyed. Summary information required to satisfyState or Federal legislation or University requirements may be retained for a longer period.

E10.4.3 Administrative Files and Registers

Human Resources Administrative files are those files raised by the Central File Area,by catalogue heading number, for the day-to-day operational matters of HumanResources. All administrative files are to remain within Human Resources andaccessed by Human Resources employees only, unless specifically authorised for release by the Group Manager, Human Resources and Corporate Services.

E10.4.4 Vacancy Files

Human Resources Vacancy Files are those files created for positions advertised bythe University. Once a vacancy has been filled the vacancy file is forwarded to theHuman Resources Central File Area for storage and disposal in accordance with theHuman Resources Records Management Manual.

E10.4.5 Closed Files

Closed files are those personal, administrative, vacancy or position files where allaction has been finalised or where cessation of employment has occurred. They willbe recorded as being closed and stored in accordance with the Human ResourcesRecords Management Manual either within the Central File Area or Archive Store.

E10.4.6 Others

A Correspondence Register is to be maintained by the Central File Area for therecording of all incoming and outgoing correspondence for Human Resources.

E10.5 Delegations Authority

Delegate Authority 

Group Manager, HumanResources and Corporate

Controls records of correspondence and other matters relating to employment of each employee.

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Services

E10.6 Human Resources Contact

Daniel Dajczer 

E10.7 Status

Written June 1998.Legislation regarding archiving revised 1999.Amended Section E10.3 – E10.4.2, November 1999.