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Required:
  • Application
  • Job Description
  • Offer Letter or Contract
  • Compensatory Time Off (if applicable; non-exempts only)

Optional:
  • Payroll Authorization (could go with Benefits)
  • Transcripts (in lieu of checking degree)
  • Emergency contacts
  • Resume
  • IDOC

Kept with Applicant Tracking:
  • Interview records
  • Reference and background checks


Required:
  • Documentation of salary increases
  • Reclassifications
  • Promotions
  • Transfers
  • Job Description Changes
  • Incentive Awards
  • Separation Documents (if settlement requires removal of certain documents, must be followed)

Optional:
  • Leave other than Medical (as pertains to salary actions)


Required:
  • Performance Reviews
  • Counseling Memos
  • Disciplinary or Corrective Action documentation (not grievances)
  • Letter of corrective action of gross misconduct or sexual harassment

Optional:
  • Letters of commendation
  • Awards


Required:
  • Training certifications

Optional:
  • Degrees earned after employment
  • Workshops, requests for training

(could be combined with Section II)

Optional:
  • Initial benefits elections
  • Changes requiring signature
  • Personal data changes


Documents that MUST NOT BE in the Personnel File:

Document:	Where should it go:
Attorney-Client privileged communications	Separate file relating to the action, by supervisor
Investigations of discrimination, harassment, etc.	Separate file relating to the action, by supervisor
FMLA documents with EE medical information	Separate EE medical file, departmental
Worker's compensation investigations, authorizations, medical information	Separate EE medical file, or investigation file, depending on the action, departmental or supervisor
Grievance documents	Separate file, by supervisor
Personal comments, notes, statements of opinions	If kept, by supervisor
ADA information	Separate EE medical file
I-9 forms	Sent to Payroll; department may keep separately if required for Visa tracking
Any information regarding ethnicity, race, sexual orientation	Kept in separate file for applicant tracking; not kept at all as part of EE's record
Settlements	Separate file related to settlement
Conflict of Interest, Intellectual Property, California Oath	Send to Payroll

The compensatory time off form can be found in the PPSM, UCLA Procedures for Staff Members, Procedure 32, or in the Requisition Acknowledgement Packet in the Employment Services portion of the Campus Human Resources webpage.

I've attached a sample offer letter, as requested.