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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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