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Sessional Instructor appointment is handled in faculties only, FR will not keep these documents.  The folder can be labelled as the sample below:

Image RemovedSessional Instructor Appointment

Note: SI appointments are handled in faculty and FR will not see these files

Info
titleRRSDA Reference

1996-002 Personnel Files: Academic Employees (Non-Continuing)

Checklist for Sessional Instructor Appointments

https://www.sfu.ca/fhs/about/employment-opportunities/sessional-instructors/sessional-appointment-information.html

Questions to be explored during reviewing the document checklists:

  • Are there any documents missing in the list? 
  • Any of the documents below are  mandatory for SI appointments such that we can ensure the personal file's completeness?
  • What are the requirements to keep these? e.g. legal requirement? base on experience? request from Dean or any other people?
  • Any user story to justify the retention period of the documents e.g. how long it has to be kept? Example as below:
Info
titleUser Story
As a Faculty Personnel Files handler in the faculty, I want to keep the Session Instructor Appointments related documents for two years after the contract completed, so that I can take a reference to the old appointment letters for re-use purposes.
  • 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?
  • Will these documents be shared to FR?
  • Will faculty to be one to upload these documents?

...

Table of Contents
minLevel2
outlinetrue

Background

Sessional Instructor appointments are done under the authority of the TSSU Collective Agreement. The final signing authority is the Dean or designate of the respective Faculty or Department. 

Total retention period

CY of last employment contract + 7 years

Collection Authority
  • University Act (RSBC 1996, c. 468)
  • Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
  • BC Human Rights Code (RSBC 1996, c. 210)
  • BC Labour Relations Code (RSBC 1996, c. 244)
  • Employment Standards Act (RSBC 1996, c. 113)
  • Limitation Act (RSBC 1996, c. 266)
  • SFU Policy A 12 Series, Other Academic Appointments
  • Collective Bargaining Agreement: TSSU
RRSDA

1999-045 - Personnel Files: Teaching Support Staff Union (TSSU) Employment Files

Description, Purpose and Use of Documents

    • Records documenting the employment history of employees belonging to the Teaching Support Staff Union (TSSU) bargaining unit.
    • Records are organized as individual case files and may include letters of appointment and appointment forms; resumes and CVs; evaluations of the employee performance by faculty supervisors; disciplinary notices and reports; correspondence, memoranda, and email.
    • The following employees belong to the TSSU bargaining unit: teaching assistants, sessional instructors, and distance education tutors, markers, and (when not faculty) supervisors.
    • The current Collective Bargaining Agreement (CBA) with the TSSU stipulates that:
      • no records relating to the employee's academic performance or standing are to be kept on his or her employment file (CBA 1998-2001: Article XIV, section C);
      • no records relating to a grievance are to be kept on the employment file (CBA 1998-2001: Article XIV, section D).
    • Do not apply this schedule to the evaluation forms completed by students assessing the course and the TSSU instructor's performance. These records are scheduled separately under RRSDA 1999-006, Instructor / Course Evaluations: TSSU Employees.


General Documents Document RetentionDocument Type in eTRACSOffice of Responsibility (for retaining the records/ decision maker in the process)Access
Retention
Total Retention PeriodRRSDA
Authorities
  •  Application Form for Sessional Instructor

Appointment form (SI)

Retainede.g. two years after the contract completed because I can take it as reference for similar appointment in the futuree.g. 

1994-002

  • University Act (RSBC 1996, c. 468)
  • Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
  • BC Human Rights Code (RSBC 1996, c. 210)
  • SFU Policy A 10.01, Academic Appointments
CY of last employment contract + 7 years 1999-045
  •  Sessional Instructor Contract Form
e.g. Dean's office

Dean's office in the Faculty,

everyone in Dean's office outside own faculty

Appointment Letter

  •  Final Offer

Curriculum Vitae



  •  CV


TSSU Privacy Form



  •  TSSU Privacy Form


TSSU Assignment of Wages Form



  •  TSSU Assignment of Wages form


General Privacy and Confidentiality Agreement

  •  General Privacy and Confidentiality Agreement


Personal Data Form

  •  Personal Data Form


TD1-BC Form



  •  TD1 BC Form


TD1 Federal Form



  •  TD1 Federal Form


Banking information – void cheque/direct deposit information

  •  Banking Information


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














Faculty/Department Level Documents




Faculty of Health Sciences Workspace Request Form






























Electronic Folders & File Naming Conventions

The folder can be labelled as the sample below:

Image AddedSessional Instructor Appointment

Checklist for Sessional Instructor Appointments

Returning Sessional

  1. Personal Data Form (required only if any of your information has changed; download this file as it must be opened with Adobe Acrobat Reader. The file will not open properly in your browser or other PDF software)
  2. For appointees who are not Canadian citizens or permanent residents, a scanned copy of the front & back of your current work or study permit is required. 
  3. Faculty of Health Sciences Workspace Request Form
  4. Privacy & Confidentiality Agreement (required only if you have not previously completed the agreement dated June 26, 2018)

New SFU Sessional

  1. Personal Data Form (download this file as it must be opened with Adobe Acrobat Reader. The file will not open properly in your browser or other PDF software)
  2. TSSU Assignment of Wages
  3. Privacy & Confidentiality Agreement
  4. Faculty of Health Sciences Workspace Request Form
  5. TD1 Federal and Provincial Tax Credit forms can be found in the Payroll tab of SFU Finance's Forms and Resources site under "CRA Forms".
  6. If you are a permanent resident, you must submit a scanned copy of both sides of your permanent resident card.


Questions to be explored during reviewing the document checklists:

  • Are there any documents missing in the list? 
  • Any of the documents below are  mandatory for SI appointments such that we can ensure the personal file's completeness?
  • What are the requirements to keep these? e.g. legal requirement? base on experience? request from Dean or any other people?
  • Any user story to justify the retention period of the documents e.g. how long it has to be kept? Example as below:
  • 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?
  • Will these documents be shared to FR?
  • Will faculty to be one to upload these documents?