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| Documents | Document Retention | Required? | Document Type in eTRACS | Office of Responsibility (for retaining the records/ decision maker in the process) | Access ie. Faculty Department level, Faculty Dean's office level, everyone at Dean's office level outside own faculty | |
|---|---|---|---|---|---|---|
| Total Retention Period | RRSDA | |||||
Appointment forms (SI) | CY of last employment contract + 7 years | 1999-045 | Yes - for payroll |
| Dean's Office | |
| Appointment letter |
| |||||
| Offer Letter | ||||||
| Application Package - may include letters of application, resumes and CVs, statements of teaching philosophy and research interests, reference letters, teaching evaluations and material, correspondence, evaluative memoranda, interview questions and answers, reference checks, eligibility criteria, scoring and ranking sheets. | CY competition completed + 1 year | 1999-024 | ||||
Curriculum Vitae or Resume | CY competition completed + 1 year | 1999-024 | Yes |
| Dean's Office | |
TSSU Assignment of Wages Form | Yes |
| ||||
| General Privacy and Confidentiality Agreement | Yes - one time for new hires |
| ||||
| Personal Data Form | Yes - one time for new hires |
| ||||
TD1-BC Form | Yes - one time for new hires |
| ||||
TD1 Federal Form | Yes - one time for new hires |
| ||||
| Banking information – void cheque/direct deposit information | Yes - one time for new hires |
| ||||
Copy of most recent Permanent Residence card (if appointee is a Canadian Permanent Resident) or Work Permit/SIN (if applicable) | Yes - for each appointment or reappointment |
| ||||
Performance Evaluations by a Faculty Supervisor | ||||||
| Disciplinary Notices or Reports | ||||||
| Memos | ||||||
| Correspondence (ie. emails) | ||||||
| Faculty/Department Level Documents | ||||||
| Faculty of Health Sciences Workspace Request Form | ||||||
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- Are there any documents missing in the list?
- Do SI's ever receive appointment letters in addition to the forms?
- Are any of the documents above mandatory for SI appointments such that we can ensure the personnel file's completeness? How long should CV's be kept?
- Who in the department or Dean's office will be responsible for ensuring the files completeness?
- Should unsuccessful application information be treated differently than successful candidates information?
- What are the requirements to keep these? e.g. legal requirement? base on experience? request from Dean or any other people?
- Any other business cases to justify the retention period of the documents e.g. how long it has to be kept?
- Who else hires SI's that may not be in a Faculty? (ie. Library, Lifelong Learning, CEE?)
- Who can see these documents? If the SI is in FoE, can FASS can see these documents too?
- Will all documents under this section be shared or limited to the appointment form and letter?
- Who should have access to these documents - either during the process or after it is concluded and someone is hired? Would they have different roles during the process?
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