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| Documents Checklist | Document Retention | Document Name in eTRACS | Office of Responsibility (for viewing) | New Position Request Form | Retained | New Position Request Form | Copy of advertisement(s) and documentation of distribution/length of posting (where search is involved) | Retained | Advertisement for recruitment | Non-advertised Positions - Request for Approval Form (if applicable) | Retained | Non Advertised Position Request Form | Memo for recruitment (to summarize all advertisement expenses) | Retained | Recruitment Memo | Invoice of the advertisement | Retained | Advertisement Invoice | Candidate application (CV, application letter, research and teaching statements) | Retained | CV / Research and Teaching Statements |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Proof of Highest Degree (required for new hire) | Retained | Proof of Degree Transcript | Supporting document of degree completion | Retained | Proof of Degree Supporting Document | Reference letters - a minimum of 3 letters | Retained | Reference Letter Referee Information | Written confirmation to confirm the reference letters are authentic | Retained | Reference Letter Authentication | Package to Faculty Relations | |||||||||
Recommendation for Appointment Form | Retained | Recommendation for Appointment Form | |||||||||||||||||||
Dean's Appointment Recommendation including:
| Retained | Recommendation Letter for Appointment | |||||||||||||||||||
Appointment recommendation (Chair/Director/Search Committee Chair to Dean or Dean to VPA) | Retained | Recommendation Letter for Appointment | Offer letter from President to ApplicantRetained | Final Offer | |||||||||||||||||
| Formal recommendation from TPC on the granting of tenure, with reasons (if applicable) | Retained | Recommendation for granting tenure ? | |||||||||||||||||||
Copy of "Provisional Offer" (if applicable) From Associate Dean or Recruitment Chair to Candidate. In FAS, this is typically sent by the School Director (or Search Committee Chair). | Retained | Provisional Offer | Faculties/Departments | Mortgage verification for confirming employment, income, and the mortgage subsidy policy | Retained | Mortgage Subsidy||||||||||||||||
Non-advertised Positions - Request for Approval Form (if applicable) | Retained | Non Advertised Position Request Form | |||||||||||||||||||
Funding agreement (if external funding) | Retained | Funding Agreement | |||||||||||||||||||
Candidate application (CV, application letter, research and teaching statements) | Retained | CV / Research and Teaching Statements | |||||||||||||||||||
Reference letters - a minimum of 3 letters | Retained | Reference Letter Referee Information | |||||||||||||||||||
Non-original signature written confirmation (if applicable) | Retained | Written Confirmation for non-original signature | |||||||||||||||||||
Proof of Highest Degree (required for new hire) | Retained | Proof of Degree Transcript | |||||||||||||||||||
Copy of most recent Permanent Residence card (if appointee is a Canadian Permanent Resident) or Work Permit/SIN (if applicable) | Retained | Proof of Permanent Residency / Work Permit | |||||||||||||||||||
| For Appointments Where Search Involved: | |||||||||||||||||||||
| Copy of advertisement(s) and documentation of distribution/length of posting (where search is involved) | Retained | Advertisement for recruitment | |||||||||||||||||||
Application documents received from short-listed candidates (where search is involved) | Retained | Applications of short-listed candidates | |||||||||||||||||||
Documentation (e.g. a spreadsheet) of why each Canadian/PR did not meet the advertised requirements (where search is involved and if applicable) | Retained | Documentation of failed Canadian or PR Candidates | |||||||||||||||||||
| Others | |||||||||||||||||||||
New Position Request Form | Retained | New Position Request Form | |||||||||||||||||||
| Memo for recruitment (to summarize all advertisement expenses) | Retained | Recruitment Memo | |||||||||||||||||||
| Invoice of the advertisement | Retained | Advertisement Invoice | |||||||||||||||||||
| Supporting document of degree completion | Retained | Proof of Degree Supporting Document | |||||||||||||||||||
| Written confirmation to confirm the reference letters are authentic | Retained | Reference Letter Authentication | |||||||||||||||||||
| Offer letter from President to Applicant | Retained | Final Offer | |||||||||||||||||||
| Mortgage verification for confirming employment, income, and the mortgage subsidy policy | Retained | Mortgage Subsidy | |||||||||||||||||||
| Banking information – void cheque/direct deposit information | Retained | Banking information | Only FR | ||||||||||||||||||
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