In human resources: Employment and employee relations Health and safety Staff training and development. Employment and employee relations

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1 Introduction 1. Structure & management 2. Financial resources 3. Human resources 4. Physical resources 5. Information Services 6. Student administration & support 7. Learning & teaching 8. Research & development 9. External relations In human resources: Employment and employee relations Health and safety Staff training and development Employment and employee relations Activity/Performance Review Paperwork including notes from Performance Review Committee Promotions/Regrading Recruitment Job Boxes and on-line job applications (includes details of adverts, job description, applications etc.) Chairs All other posts Staff files: staff APM and R&T 7 Staff files: All other grades Current academic year + 6 years. Outcome letters placed on individuals files for those who received below expectation. For all others no copy letter is required on the individual file as the main record of individual salary progression is on Resource Link. Papers from relevant committees kept for current academic year + 6 years. For Research and Teaching promotions, outcome letters only for successful candidates are on file. For APM/TS regarding the outcome letter for all are put on file, and for successful candidates the new contract and job description are also placed on file Date of interview+ 3 years Date of interview + 9 months Weed at termination of employment to remove all transient material of no lasting value and retain weeded files for 40 years Termination of employment + 6 years

2 Health and safety: Health and safety audit Records of the conduct & results of health & safety audits, & action taken to address issues raised Completion of audit +5 years Health and safety: Health and safety management University policies and guidance including the Safety Handbook Superseded + 50 years Minutes and associated papers of Faculty, School and Departmental safety committees. Life of committee +50 years Committee Secretary Health and safety: Health and safety consultation Notifications of appointments of safety representatives by trade unions under the Safety Representatives & Safety Committees Regulations 1977 Records of the provision of time off, & other facilities & assistance, for Safety representatives under the Safety Representatives & Safety Committees Regulations 1977 Records of the formation of a safety committee under the Safety Representatives & Safety Committees Regulations 1977, including records of the objectives, role, functions, composition & administration of the committee End of appointment +1 year

3 Health and safety: Health and safety information, instruction and training provision Records of the provision of information, instruction & training for employees, students & others on health & safety in University premises. For role specific training for fire wardens & first-aiders, see Emergency Planning below Records of the content of information & instruction on health & safety matters provided for members of the public & others with legitimate access to premises, & other methods of delivery Records of appointment of persons to health and safety roles. Termination of employment or study +5 years Local r Superseded +5 years Termination of appointment to the role +5 years Health and safety: Health and safety hazard identification and risk assessment Records of the identification of general health & safety hazards to employees & others on the premises. The conduct & results of risk assessments in relation to plant, equipment, machinery & processes Records of health and safety arrangements for the planning, organisation, control, monitoring and review of preventative and protective measures. Records of monitoring exposure to physical agents with the potential for long term health effects (including full methodology). Local r Local r

4 Health and safety: Health and safety hazardous substance exposure control Records of use of hazardous substances with the potential to cause long term health effects Records of users and usage of high classification biological agents. List of employees exposed to Group 3 or Group 4 biological agents (defined in the Regulations). Risk Assessments for use of hazardous substances (All Risk Assessments that are over 4 years old to be re-assessed unless the issue is now irrelevant) Records of testing, repair, examination or maintenance of equipment provided to control identified hazards / risks (including methodology where appropriate) Creation +40 years Local r Last entry +40 years Local r Local r Local r Environmental exposure monitoring (general) (including full methodology) Monitoring of environmental or personal exposure for individual or where a person is identified (including full methodology) Health Surveillance or medical certification records for individuals Records relating to asbestos: Medical records, training records, suspected incidents of potential exposure Record relating to monitoring of exposure to ionising radiation Local r Creation +40 years Local r Date of monitoring +40 years Creation +40 years Local r

5 Health and safety: Health and safety inspection Records of the conduct & results of health & safety inspections of University land, buildings, facilities or operations, & action taken to address issues raised Health and Safety: incident recording, reporting and investigation Records of accidents, dangerous occurrences & outbreaks of notifiable diseases on University premises or affecting University staff or students. Records of investigations of accidents, dangerous occurrences & outbreaks of notifiable diseases on University premises or affecting University staff or students. Health and Safety: emergency planning Nominations/appointments of fire wardens Records of the provision of role-specific training for fire wardens Records of the assessment of requirements for fire-fighting systems & equipment Appointments of official first-aiders Review of assessment +5 years Records of the provision of approved training for first aiders (specifically related to their functions as first aiders) Records of the assessment of requirements for first aid facilities & equipment Reassessment +5 years

6 Specifications for first aid facilities & equipment Records of arrangements with external emergency service organisations Superseded +5 years Review of arrangements +5 years Health and Safety: employee health surveillance All records relating to occupational health screening and health surveillance Records creation +40 years Staff training and development Applications for financial assistance from Individual Development Fund Staff Educational Development Unit appraisal forms Staff Educational Development Unit evaluation forms End of the current financial year + 1 year Professional Development Unit End of the current academic year + 1 year Professional Development Unit Completion of course + 3 months Professional Development Unit

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