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| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) | |
|---|---|---|---|---|
Personal Data Form | Personal Data Form | |||
| Recommendation for Appointment Form | Recommendation for Appointment Form | |||
| Appointment Letter (Copy of signed letter); Dean's office keeps original | Final Offer? | |||
| Resume/CVResume / Initial | CV | |||
Proof of Highest Degree | Proof of Degree | |||
General Privacy and Confidentiality Agreement | General Privacy and Confidentiality Agreement | |||
TD1-BC Form | TD1 BC Form | |||
| TD1 Federal Form | TD1 Federal Form | |||
| Copy of Permanent Resident Card or Work Permit and Social Insurance Number (if applicable) | Proof of Permanent Residency | |||
SFUFA Dues Form | SFUFA Dues Form | |||
| Banking information – void cheque / direct deposit information | Banking information | |||
| Performance Management Documents | Performance Management | Does VPA want to see these document? Faculty |
...
| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Recommendation for Appointment Form | Recommendation for Appointment Form | ||
| Appointment Letter (Copy of signed letter); Dean's office keeps original | Final Offer |
| Copies of any letters (or correspondence) regarding invitation/acceptance | Invitation or Acceptance of Offer | ||
| Resume/CV | Resume |
| CV | ||
| Application | Cover Letter |
Proof of Highest Degree | Proof of Degree | ||
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 | ||
| Copy of Permanent Resident Card or Work Permit and Social Insurance Number (if applicable) | Proof of Permanent Residency | ||
| Banking information – void cheque/direct deposit information | Banking Information |
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Post Retirement Appointment
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| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) | Checklist for Post Retirement Faculty Appointments |
|---|---|---|---|---|
| Recommendation for Appointment Form | Recommendation for Appointment Form | |||
| Appointment Letter (Copy of signed letter); Dean's office keeps original | Final Offer? | |||
| Rationale for appointment and any relevant background documentation | Rationale for Appointment | |||
General Privacy and Confidentiality Agreement | General Privacy and Confidentiality Agreement | |||
Personal Data Form | Personal Data Form | |||
SFUFA Dues Form | SFUFA Dues Form | |||
| Banking information – void cheque/direct deposit information | Banking Information |
...
Sessional Instructor appointment is handled in faculties only, FR will not keep these documents. The folder can be labelled as the sample below:
Sessional InstructorInstructor
Note: SI appointments are handled in faculty and FR will not see these files
| Info | ||
|---|---|---|
| ||
1996-002 Personnel Files: Academic Employees (Non-Continuing) N/A |
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Checklist for Sessional Instructor Appointments
| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
Appointment form (SI) | Application Form for Sessional Instructor | ||
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 formData Form | ||
TD1-BC Form | TD1 BC Form | ||
TD1 Federal Form | TD1 Federal Form | ||
| Banking information – void cheque/direct deposit information | Banking Information |
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Overload Teaching Contract
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Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Overload Teaching Contracts Form | Overload Teaching Contracts Form | ||
| Overload Teaching Appointment Letter | Overload Teaching Appointment Letter |
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Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Overload Teaching Contracts Form | Overload Teaching Contracts Form | ||
| Overload Teaching Appointment Letter | Overload Teaching Appointment Letter |
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University Research Associate (where does this belong?)
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Checklist for URA appointment
| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Appointment Letter From Dean (Copy of signed letter); Dean's office keeps original | Final Offer |
| Recommendation for Appointment Form | Recommendation for Appointment Form | ||
| Copies of any letters/correspondence from faculty requesting hire (with details of recommendation) | Recommendation for Appointment Letter ? | ||
| Research Accounting approval (likely email) | Approval of Research Accounting | ||
| Resume/CV and/or application | CV | ||
| Proof of Highest Degree | Proof of Degree | ||
| 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 | ||
| Copy of Work Permit or Permanent Resident Card and Social Insurance Number (if applicable) | Proof of Permanent Residency / Work Permit | ||
| Banking information – void cheque/direct deposit information | Banking 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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Checklist for Chair Appointment
Documents Checklist | Document Retention | Document Name in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
| CV | Retained | CV | |
| Intention to apply related documents | Retained | Intention to apply for Chair Appointment | |
| Reference Letters (maybe at FR only?) | Retained? | Reference Letter | FR only |
Previous package document for renewal | *can be a shortcut or reference link to another directory | ||
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