Retention periods for University personnel records

In order to comply with Data Protection requirements, departments and divisions are asked to ensure that they retain records for the time periods indicated in the table below, but for no longer.  NB where two separate periods are indicated

Type of recordRetention periodNotes
 For Tier 2 and Tier 5 visa holders:    

Recruitment records (ie applications, interview notes, recruitment decision summary grid etc), absence records (ie sickness, family leave and annual leave records) and documents relating to sponsorship application (ie qualification certificate, job adverts, job description, allowance valuations).

Click here for further details. See separate rules for the retention of right to work check documents (below).

6 months after the employer has ceased sponsoring the migrant.  Home Office requirement, compliance is essential.
For all employees and casual staff:   
Recruitment records (applications, interview notes, etc) Normally, 6 months following an appointment (unless the employee is a Tier 2 or Tier 5 sponsored migrant. See separate rules below). Where the employee is a Tier 2 or Tier 5 visa holder or where an employment tribunal is in progress it may be necessary to keep records for longer).
Copy of right to work check documents 2 years after employment ends. Home Office requirement, compliance is essential. 
Sickness records 3 years after the end of the tax year to which the record relates (if the employee is a Tier 2 or Tier 5 sponsored migrant see rules above). Statutory retention period, compliance is essential.
Maternity/Adoption/Paternity leave records 3 years after the end of the tax year to which the leave period relates (if the employee is a Tier 2 or Tier 5 sponsored migrant see rules above). Statutory retention period, compliance is essential.
Parental leave records 18 years from the birth/adoption of the child If the employee is a Tier 2 or Tier 5 sponsored migrant see rules on absence records above.
Personnel files and training records (including redundancy details) 6 years after University employment ceases. Including disciplinary and working time records.
Wage/salary records 6 years plus current year (7 years total) Main payroll records are held by the Payroll section. This is a statutory retention period.
For visitor visa holders: copy of immigration status check (ie copy of passport and visa/immigration stamp) For duration of visit. University policy and Home Office best practice. Compliance is essential.