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Documents *Mandatory | 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 Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs + Dean's Office) | Undergraduate Programs (FoE) Payroll (?) (FASS CWoo: Dean's Office, Undergraduate Programs, Payroll) |
| Appointment letter |
| (FASS CWoo: Should be same as Appointment Form?) | (FASS CWoo: Should be same as Appointment Form?) | |||
| Offer Letter * |
| 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 | 1999-024 | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Program - Not sure of value including this in the personnel file would be added) Have to be careful of reference lettersPotential sensitive information with reference letters (if accessible by individual)) | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Program) | ||
Curriculum Vitae or Resume * | CY of last employment contract + 7 years | 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 | Yes - one time for new hires |
| 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 |
| Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs, Payroll) | Undergraduate Programs (FoE) (FASS CWoo: Payroll) | ||
Performance Evaluations by a Faculty Supervisor | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs) | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs) | ||||
| Disciplinary Notices or Reports | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs) | Undergraduate Programs (FoE) (FASS CWoo: Undergraduate Programs) | ||||
| Memos | ||||||
| Correspondence (ie. emails) | Undergraduate Programs (FoE) | Undergraduate Programs (FoE) | ||||
| Faculty/Department Level Documents | ||||||
| Faculty of Health Sciences Workspace Request Form | ||||||
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- Are there any documents missing in the list? SIN letter for non-Canadian (FoE).
- Do SI's ever receive appointment letters in addition to the forms? Only offer letter. No appointment letter. (FoE) (FASS CWoo: Each department is different, but in remote environment, offers are issued as email.)
- Are any of the documents above mandatory for SI appointments such that we can ensure the personnel file's completeness? CV. Offer letter. Appointment form. (FoE). How long should CV's be kept? CY of last employment contract + 7 years as in 1999-045 Retention scheduling. (FoE).
- Who in the department or Dean's office will be responsible for ensuring the files completeness? Undergraduate Programs (FoE).
- Should unsuccessful application information be treated differently than successful candidates information? Yes (FoE).
- What are the requirements to keep these? e.g. legal requirement? base on experience? request from Dean or any other people? Base on legal requirement and University record retention schedules. (FoE).
- Any other business cases to justify the retention period of the documents e.g. how long it has to be kept? Unknown. If a Sessional Instructor is hired for a long period of time, TSSU Collective Agreement requires the faculty to offer Limited Term Lecturer position (Faculty Association position). Record retention schedule for Personnel Files: Academic Employees (Non-Continuing) 1994-002 is under review. (FoE)
- 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? Undergraduate Programs (FoE).
- Will all documents under this section be shared or limited to the appointment form and letter? We would appreciate hearing from other departments/faculties as to the benefits of sharing documents (FoE).
- 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? Undergraduate Programs does everything from advertising the positions to appointments being made for undergraduate courses. Payroll needs the appointment form, Assignment of Wages form, Personal Data Forms, void cheque, TD1 and TD1BC for payment. After all appointments are made, TSSU needs copies of Assignment of Wages Form and appointment form. (FoE)
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