Official Personnel File Records Reference

Instructions

Departments may use this as a reference for the multiple records that must be retained as a part of the Official Personnel File (OPF) for individuals in their employ. Recent updates to the records retention schedule have expanded the types of records and extended the time these are kept. For a full listing of records with the respective retention periods, see the System Records Retention Schedule.

The department head or equivalent supervisor is responsible for ensuring an OPF is maintained in a secure place. Requirements for specific employment related records may require these are maintained in separate confidential files with further restricted access. For additional information, refer to Standard Administrative Procedure 33.99.99.M0.01: Official Personnel File.

Documents to be included in the OPF

Employment Selection Records

  • Position Description*
  • Notice of Vacancy*
  • Hiring Certificate*
  • Hiring Matrix*
  • Reference Checking Materials of Hired Applicant*
  • Interview Questions/Answers of Hired Applicant*
  • Signed Confirmation Offer Letter
  • Criminal Background Check Request Form
  • Verification of Degree(s) and/or Licensure Release Form (if applicable)
  • Signed copy of Online Application (include resume, cover letter, and other attached documents)
  • Selective Service form and proof (if applicable)
  • Military/Former Foster Child Documentation

*Official record copies of these items must also be kept in the Position File. Note that a department may choose to maintain employment selection records of the hired applicant in a separate section of the file from other personnel file documents due to the nature of the content. Such records are considered part of the official personnel file records and have the same retention requirements as the employment records below. See the Records Retention Checklist.

Employment Records (relevant to the employment relationship)

  • Education Release Time Program application and approval
  • Alternate Work Location document and approvals
  • Flex Time Agreements
  • Annual Performance Reviews
  • Employee Performance Feedback forms
  • Annual Salary or Appointment letters
  • Official memoranda/correspondence
  • Written reprimands or other formal disciplinary actions
  • Employee rebuttals to evaluations or disciplinary actions
  • Training certificates not listed on TrainTraq
  • Official commendations, awards, and honors
  • Resignation/termination letters
  • Employee Exit Checklist

Documents maintained in separate employment files

Documents that contain employee medical information are kept in a separate, confidential file.

  • Leave requests
  • Sick Leave Pool requests and acknowledgments
  • Family and Medical Leave Act (FMLA) documents
  • Workers' Compensation Insurance (WCI) claims
  • Americans with Disabilities Act (ADA) accommodation requests/agreements
  • Drug and alcohol tests/results
  • Pre-hire physicals
  • Email or other correspondence containing employee medical information

Complaints or investigations, or any outside charges either initiated by, naming, or involving an individual employee are kept in a separate, confidential file. Documents will be related to the following actions:

  • Civil Rights Protections and Compliance
  • Complaints and Appeals (grievance records)
  • Equal Employment Opportunity Commission (EEOC) or the Texas Workforce Commission Civil
  • Rights Division (TWCCRD)
  • Any documents related to an investigation (e.g. documents from or between System or University offices, witness statements, notes regarding investigations)
  • Wage garnishments

For additional information or questions, contact Organizational Consulting & Resolution Management at (979) 862-4027 or ocrm@tamu.edu