Northumbria University Human Resources Retention Schedule

Transcription

1 5.1 Strategy, Policy and Procedures HR strategy: Master copy Permanent Retain Guidance HR strategy Working papers Adoption HR policies Superseded HR policies Working papers Adoption HR procedures and guidance Adoption HR procedures and guidance Working papers Adoption Workforce Planning Assessment and analysis of workforce requirements and the identification and evaluation of options for meeting requirements. Creation c. 58 s s documenting management succession or restructuring plans. Superseded s internal analysis and discussion for the creation of a new post Creation Job evaluation Completion of 9

2 exercises: Working Papers year Job evaluation exercises: Results Completion Workforce Recruitment Individual job descriptions and personal spec Termination Grading of individual jobs: outcomes Superseded Grading of individual jobs: correspondence and working papers Upon advertisement of post Authorisation to recruit Advertisement of vacancies (working papers etc) Appointment of successful candidate + 6 months 1975 c.65, 1976 c.74, 1995 c Advertisement Text (screenshot) employment in role Enquiries about vacancies & requests for application forms 6 months /short listing of applicants Selection of staff: interview notes, test results (successful and unsuccessful candidates) 6 months 2 of 9

3 Application forms (part 1) and CVs: successful candidates Retain for 6 after termination of employment c. 58 s Application forms and CVs: unsuccessful candidates 6 months References successful candidates Provision of reference + 6 months References unsuccessful candidates 6 months Recommendation to recruit individual CRB clearance documentation Date of clearance + up to a maximum of 6 months CRB code of practice Clearance to work documentation Retain for 6 after termination of employment Equal opportunities form Equal opportunities database information Immediately after information entered onto database Entry Equal opportunities six monthly statistical reports Creation Equal opportunities ad hoc statistical reports Creation of 9

4 Data for analyses of recruitment effectiveness Analyses + 6 months Analyses of recruitment effectiveness Analyses Unsolicited applications Retain until reply has been sent to applicant 5.4 Training, Development and Induction Identification of staff development needs and the development of plans to meet those needs Creation c. 58 s s development, overall delivery and assessment of induction or other training programmes Current year Feedback analysis of induction or other training programmes. Current year s administration of induction or other training sessions, including feedback forms Current year + 1 year s documenting analyses of the impact of training and development programmes Current year of 9

5 5.5 Remuneration and Reward s development of the institution's remuneration structure and strategy Superseded s documenting pay reviews Creation s documenting reward and progression schemes Creation c. 58 s s documenting individual wage/salary records Creation c. 58 s Workforce Relations Grievances of where allegations are unsubstantiated Grievances of and outcome Disciplinary of where allegations are Conclusion of Investigation Last action of Investigation + 6 Conclusion of Investigation Notes A note may be retained showing took place but allegation was unsubstantiated 1980 c. 58 s 2 A note may be retained showing took place but 5 of 9

6 unsubstantiated allegation was unsubstantiated Disciplinary Oral Warnings Disciplinary Written and formal Warnings Equality complaints handling Issue + 1 year Retain for period stipulated when issued (usually 12 months) Last action of Investigation c. 58 s c. 58 s c. 58 s Workforce surveys and consultations Completion of survey Workforce - Individual responses to surveys Completion of analysis Workforce - Summary of survey results Completion of survey Performance assessment Development Life of Assessment Summary results of performance assessments (anonymous) Analysis of impact of performance assessments CFY + 3 CFY of 9

7 7. Employee Welfare Development of Welfare Schemes and Services CFY Monitoring of Hours Worked Date of + 2 S.I 1998/ Referrals to OHU by self or manager Last treatment Industrial Relations Recognition of Union (De)recognition c. 58 s Agreements With Unions Routine communications inc minutes of meetings End of Agreement c. 58 s 2 CFY Consultations and negotiations Last Employee Contract Management Contract of Employment Changes to Terms and Conditions s of termination of employment by resignation, redundancy (inc estimates), 1980 c. 58 s 5 7 of 9

8 retirement, dismissal (for compromise agreements see 9.8) Individual staff: Statutory leave entitlement eg. parental leave entitlement + 6 SI 1999/ Income Tax and NI; correspondence with HMRC Statutory sick pay and statutory maternity pay Current tax year Major injuries arising from workplace accidents, exposure to hazardous substances, disease employment Compromise agreements and agreed forms of reference Ex-staff records: pension files employment + 40 employment Pensions s institution's relationships with pension schemes Routine communications with the pension schemes End of relationship + 5 Creation c. 58 s c. 58 s 2 8 of 9

9 Individual staff Pension information (inc opt in/out form) 1980 c. 58 s s in relation to exstaff now pensioners Cessation of benefits Management Information Senior HR Team minutes and papers master set Staff Committee minutes and papers: master set Permanent Retain Permanent Retain HESA statistics on staff turnover Creation Benchmarking results for shortterm contracts Creation of 9