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Documents *Mandatory | Document Retention | Required? | Document Type in eTRACS | Office of Primary Responsibility (OPR) i.e. 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) * | 1999-045 | Yes - for payroll |
| Dean or Dean's Delegate ie. Chair, Director of Admin, Manager, etc | Dean's Office Department/Program Level Payroll | |
| Employment Offer | 1999-045 | Yes |
| Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs - Kept only for the individual who accepted offer (if multiple offers original issued)) | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs) | |
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 (unless grievance process instigated, keep until resolved) | 1999-024 | reference checks (keep in personnel files?) | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Program - Potential sensitive information with reference letters (if accessible by individual)) | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Program) | |
Curriculum Vitae or Resume * | 1999-045 | Yes |
| Dean's Office Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Program) | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Program) | |
TSSU Assignment of Wages Form | Yes |
| Undergraduate Programs (FoE) (FASS CWoo: No need for access) | Undergraduate Programs (FoE) Payroll(?) (FASS CWoo: Payroll) | ||
| General Privacy and Confidentiality Agreement | Yes - one time for new hires |
| Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs) | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs) | ||
| Personal Data Form | Yes - one time for new hires |
| Undergraduate Programs (FoE) (FASS CWoo: No need for access) | Undergraduate Programs (FoE) Payroll(?) (FASS CWoo: Payroll) | ||
TD1-BC Form | Yes - one time for new hires |
| Undergraduate Programs (FoE) (FASS CWoo: No need for access) | Undergraduate Programs (FoE) Payroll(?) (FASS CWoo: Payroll) | ||
TD1 Federal Form | Yes - one time for new hires |
| Undergraduate Programs (FoE) (FASS CWoo: No need for access) | Undergraduate Programs (FoE) Payroll(?) (FASS CWoo: Payroll) | ||
| Banking information – void cheque/direct deposit information | Destroy after sending to payroll and start the progress Keep separate | Yes - one time for new hires |
| Payroll primary office of responsibility Undergraduate Programs (FoE) (FASS CWoo: No need for access) | Undergraduate Programs (FoE) Payroll(?) (FASS CWoo: Payroll) | |
Copy of most recent Permanent Residence card (if appointee is a Canadian Permanent Resident) or Work Permit and SIN Letter (if applicable) | Yes - for each appointment or reappointment |
| Payroll primary responsibility Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs, Payroll) | Undergraduate Programs (FoE) (FASS CWoo: Payroll) | ||
Employment Evaluations (i.e by Faculty Supervisor- yes, course evaluation SETC - x ) | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs) | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs) | ||||
| Disciplinary Notices or Reports | destroy after 5 years, seal in archives after 3 semesters (double check with CA) *Removed from employee file and sealed it and send to archive | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs) | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs) | |||
| Memos | Contract Amendments ? | |||||
| Correspondence (ie. emails) | Offers amendments discussions | Undergraduate Programs (FoE) | Undergraduate Programs (FoE) | |||
| Benefit forms (go to HR, not kept here) | ||||||
| Faculty/Department Level Documents | ||||||
| Faculty of Health Sciences Workspace Request Form | ||||||
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