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| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
Personal Data Form |
| ||
| Recommendation for Appointment Form |
| ||
| Appointment Letter (Copy of signed letter); Dean's office keeps original |
| ||
| Resume/CV |
| ||
Proof of Highest Degree |
| ||
General Privacy and Confidentiality Agreement |
| ||
TD1-BC Form |
| ||
| TD1 Federal Form |
| ||
| Copy of Permanent Resident Card or Work Permit and Social Insurance Number (if applicable) |
| ||
SFUFA Dues Form |
| ||
| Banking information – void cheque / direct deposit information |
| ||
Performance Management Documents As the temp appointment will go through biennial performance reviews |
| VPA (& all below) |
...
Visiting Faculty Appointment (where does this belong?)
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| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Recommendation for Appointment Form |
| ||
| Appointment Letter (Copy of signed letter); Dean's office keeps original |
| ||
Copies of any letters (or correspondence) regarding invitation/acceptance or Signed Appointment Letter |
| ||
| recommendation memo from Chair of Appointment Committee |
| ||
| request from faculty member (sponsor) |
| ||
| Resume/CVResume |
| ||
| Application |
| ||
Proof of Highest Degree |
| ||
General Privacy and Confidentiality Agreement |
| ||
Personal Data Form |
| ||
TD1-BC Form |
| ||
| TD1 Federal Form |
| ||
| Copy of Permanent Resident Card or Work Permit and Social Insurance Number (if applicable) |
| ||
| Banking information – void cheque/direct deposit information |
|
...
Post Retirement Appointment
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| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Recommendation for Appointment Form |
| ||
| A recommendation memo from the Chair of the Appointment Committee |
| ||
| Appointment Letter (Copy of signed letter); Dean's office keeps original |
| ||
| Rationale for appointment and any relevant background documentation |
| ||
General Privacy and Confidentiality Agreement |
| ||
| |||
SFUFA Dues Form |
| ||
| Banking information – void cheque/direct deposit information |
|
...
Sessional Instructor Appointment
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| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
Appointment form (SI) |
| ||
Appointment Letter |
| ||
Curriculum Vitae |
| ||
TSSU Privacy Form |
| ||
TSSU Assignment of Wages Form |
| ||
| General Privacy and Confidentiality Agreement |
| ||
| Personal Data Form |
| ||
TD1-BC Form |
| ||
TD1 Federal Form |
| ||
| Banking information – void cheque/direct deposit information |
|
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Overload Teaching Contract
...
Checklist for overload teaching appointment for teaching and research faculty members
Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Overload Teaching Contracts Form |
| ||
| Overload Teaching Appointment Letter |
|
...
Term Teaching-Research Faculty Appointments Case
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Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Overload Teaching Contracts Form |
| ||
| Overload Teaching Appointment Letter |
|
...
University Research Associate (where does this belong?)
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| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Appointment Letter From Dean (Copy of signed letter); Dean's office keeps original |
| ||
| Recommendation for Appointment Form |
| ||
| Copies of any letters/correspondence from faculty requesting hire (with details of recommendation) |
| ||
| Research Accounting approval (likely email) |
| ||
| Resume/CV and/or application |
| ||
| Proof of Highest Degree |
| ||
| General Privacy and Confidentiality Agreement |
| ||
| Personal Data Form |
| ||
TD1-BC Form |
| ||
TD1 Federal Form |
| ||
| Copy of Work Permit or Permanent Resident Card and Social Insurance Number (if applicable) |
| ||
| Banking information – void cheque/direct deposit information |
|
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Chairs (and CRCs)
Apart from the continuing teaching rank of the Faculty member, he/she may have other appointments e.g. CRC. In this scenario, a sub section named "Canada Research Chairs" should be added under Recruitment & Appointment section
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Documents Checklist | Document Retention | Document Name in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
| Recommendation Memo of the faculty member for the CRC position in a research area (Director to Dean) | Retained |
| |
| Recommendation Memo of the faculty member for the CRC position in a research area (Dean to VPA) | Retained |
| |
| Recommendation Memo of the faculty member for the CRC position in a research area (VPA to University Appointments Committee) | Retained |
| |
| Recommendation Memo of the faculty member for the CRC position in a research area (Chair of University Appointments Committee to President) | Retained |
| |
| Notice of award and acceptance | Retained |
| |
| Notice of successful CRC appointment | Retained |
|
Checklist for Chair Appointment
Documents Checklist | Document Retention | Document Name in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
| CV | Retained |
| |
| Intention to apply related documents | Retained |
| |
| Reference Letters (maybe at FR only?) | Retained? |
| FR only |
Previous package document for renewal | *can be a shortcut or reference link to another directory | ||
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