Type of Record Retention Period Location Reason for Length of Period. 6 years from the end of employment with the University.

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1 University of Brighton: Human Please note the retention schedules apply to all records and are documented by record type. It is likely that departments will need to consult numerous schedules Not adhering to the retention period could constitute a data breach and could put the University at financial risk, reputational risk and damage trust within our community. In the worst case there is a risk of individual disciplinary or criminal liability. CAY = Current Academic Year, CFY = Current financial year To note, where 6 years is stated, this equates to 6 complete tax years. Type of Record Retention Period Location Reason for Length of Period HR Strategy and Action Plan Superseded + 5 years Human HR Policies Superseded + 10 years Human Individual-specific Staff personal files including, for example, contractual and health information, disciplinary and working time records, performance management records, special leave, grading and regrading, dismissal, retirement, etc. 6 years from end of employment Human Provision of references 1980 c58 CIPD recommendation Records documenting the employee's initial application for employment with the University and supporting documentation supplied by third parties (e.g. references, DBS checks Documents/correspondence regarding statutory leave entitlements e.g. parental leave 6 years from the end of employment with the University. 6 years from the end of employment with the University. Human 1980 c. 58 s 5 Re DBS a note only that the check was done and the findings, not full report Human 1980 c. 58 s 5 Record documenting authorisation of contractual changes (held in HR Platform). 1 year Human Higher Education Business Classification Scheme and Records Retention Schedules - recommendation Employee s absence due to sickness (other than ill health due to hazardous substances such as asbestos) employment + 6 years Human (Payroll hold sick pay records) Best practice Page 1 of 8

2 Medical records concerning hazardous substances at work employment + 40 Human / Occupational Health Services SI 2002/2675 SI 2002/2676 SI 2002/2677 SI 1999/3232 Records of personal contact and emergency details (e.g. address, next of kin, etc.) Immediately when superseded Kept with 6 years after end of employment Human (updated by the employee directly) 1998 c29 Exit interview reports 12 months after leaving Human For basic monitoring purposes Local records relating to individual members of staff (induction checklists, 1 to 1 notes, SDR discussion notes, s etc) should only be retained where essential and should be regularly reviewed and destroyed where no longer required to support day to day management. Current staff: Maximum 2 years and if longer retention is required, this should be sent to HR for inclusion in the personnel file. Former staff retain for 6 months, significant files to HR Local Managers For day to day management purposes Particular care should be taken with any special category information health/disability, TU membership etc NB for Occupational Health see Occupational Safety and Health services (OSAHS), retention schedule Disciplinary matters Disciplinary notes and warnings can be kept as for personal files but must be disregarded after: First Warning and Intermediate warning Final Warning - All local notes should be returned to HR for central file or destroyed once the process has been completed Remuneration-related employment + 6 years Max. 12 months Max. 18 months Human CIPD, 2006 Page 2 of 8

3 Income Tax and NI Returns, including correspondence with tax office CFY + 6 Payroll SI 1993/744 Tax code notices 3 yrs Payroll Statutory Maternity Pay records and calculations CFY + 6 Payroll SI 1986/1960 Statutory Sick Pay records and calculations CFY + 6 Payroll SI 1982/894 Wages and salary records CFY + 6 Payroll Taxes Management Act 1970 c9 Processing non-statutory deductions from salaries and wages including authorisations CFY + 6 Payroll Bank transfer reports 6 yrs Payroll 1980 c58 Industrial Relations Joint Negotiating Committee papers and minutes Current + 20 years Human JISC recommendation Support Staff Consultation Group papers and minutes Current + 20 years Human JISC recommendation Lecturers Consultation Group papers and minutes Current + 20 years Human JISC recommendation Collective agreements Framework Agreement Steering Group Liaison with trade unions on proposed changes to staffing structures pay, conditions and other relevant matters Records documenting agreements with trade unions agreement + 10 years agreement + 10 years Last action on issue + 20 years agreement + 10 Human JISC recommendation / CIPD, 2006 Human JISC recommendation / CIPD, 2006 Human JISC recommendation / CIPD, 2006 Human JISC recommendation / CIPD, 2006 Routine communications with trades unions Current + 20 years Human JISC recommendation / CIPD, 2006 Page 3 of 8

4 Staff Training and Development Records containing summary information on workforce development needs CAY + 5 years Human Records documenting the development of training and development programmes to meet defined needs (including identification and assessment of training needs and training needs analysis) Completion of programme + 5 years Human or local provider Records documenting the contents delivered on training (excluding mandatory or legal compliance advisory courses and accredited training programmes) Superseded Human or local provider Records documenting the course contents delivered at mandatory and/or legal compliance advisory training Superseded + 6 years Human or local provider ) Records documenting the course contents delivered at accredited training (including the leadership and management programmes) Records documenting the development, overall delivery and assessment of induction programmes for new employees. Superseded + 1 year Human Current year + 5 years Human Records documenting the administration of induction programmes. Completion of programme + 1 year Human Records documenting induction programmes attended by the employee. Attendance + 2 years Human states completion of induction + 1 year, induction can last up to 1 year Records documenting the administration of development programmes, including but not limited to invites and final confirmations. Completion of programme + 1 year Human or local provider Records documenting (anonymised) workforce feedback and/or management analyses of the impact of training and development programmes. Current year + 5 years Human Page 4 of 8

5 Records containing individual feedback on training and development programmes. Completion of analysis of feedback Human or local provider Records documenting contracts awarded, containing the information specified in Regulation 32 (14) of the Public Contracts Regulations 2006 (SI 2006/5) Termination/completion of contract + 10 years Human - These are summary records of each contract awarded and retention of these for a longer period than the complete contract 'files' provides evidence of effective and compliant procurement practice over time. Records documenting contracts and invoicing of external consultants used for Learning & Development contract/current financial year + 6 years Human Attendance sheets for School/Department training Completion of training + 1 year Local School / Department Records documenting the employee's training and development needs, and the action taken to meet these needs. Such as those from SDR. Completion of actions + 5 years Human Records documenting routine assessments/reviews of the employee's performance, and any consequent action taken. Superseded + 3 years Local school/department Learning & Development Database logging attendance at training (excluding health & safety training) employment + 6 years Human Delegate lists from conferences (i.e. Teaching & Learning, WLT events) Completion of conference Human or local provider Financial spreadsheets relating to L&D budget Current financial year + 6 years Human Catering details/booking receipts Current financial year + 1 year Human Workforce Surveys (anonymised data) Completion of survey + 5 years Human Page 5 of 8

6 Recruitment Record documenting authorisation of recruitment process (held in HR Platform). All local notes should be returned to the HR Department for adding to the system for retention for the same period. 1 year Human /stonefish Higher Education Business Classification Scheme and Records Retention Schedules - recommendation Record of the recruitment process for example, adverts, application forms, shortlisting, interview notes and references.(see below for Sponsored employees) 9 months, and then data is put beyond use except for sponsored employees. Human CIPD recommendation Resident Labour Market Test Record of the recruitment process for example, adverts, application forms, interview notes, test results and references for a successful sponsored candidate Until audited by UKVI (not less than 9 months). Human UKVI requirement Copy of passport or other proof of eligibility to work in the UK. 6 years from the end of employment with the University. Human UKVI 1980 c. 58 s 5 Tier 2 and 5 employees and applicants. All documents. Minimum of 1 year or until UKVI have undertaken an audit whichever is the longer. Human UKVI requirement Monitoring of impact of employment policies on recruitment and retention of staff 5 Years Human To support long term monitoring Job descriptions and evaluation forms Superseded + 5 years Human Equal Opportunities documentation Equality, Diversity and Inclusion Policy Current + 5 years Equality & Diversity, Human Page 6 of 8

7 Equal opportunities monitoring reports: staff Current + 10 years Equality & Diversity, Human No raw data. For long term trend analysis and insight Equal opportunities monitoring reports: students Current + 10 years Student Services No raw data. See student record and administration RS Raw data associated with above staff reports Current + 5 years Equality & Diversity, Human Equality schemes, policies, action plans Superseded + 6 years Equality & Diversity, Human Annual progress reports Current + 5 years Equality & Diversity, Human Equality impact assessment/equality impact review Current + 5 years Equality & Diversity, Human Consultations and surveys data raw data Current + 5 years Equality & Diversity, Human Consultations and survey reports Current + 5 years Equality & Diversity, Human Equalities training bookings Current + 5 years Equality & Diversity, Human Equalities training - data Current + 5 years Equality & Diversity, Human Equality working groups, membership/attendance Current + 5 years Equality & Diversity, Human Athena Swan and Race Equality Charter submission Current + 10 years Equality & Diversity, Human Raw data required for analysis purposes during submission years for various Charter Marks. Charter submission/renewal require 4 complete years of data Charter submission/renewal require 4 complete years of raw data Page 7 of 8

8 Stonewall Current + 5 years Equality & Diversity, Human Equality & Diversity Committee membership and minutes Membership termination of membership + 6 years Equality & Diversity, Human Minutes Life of committee + 5 years Page 8 of 8