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Sessional Instructor appointments are guided by the TSSU Collective Agreement. Sessional Instructors appointments are concluded by the Dean (or delegate).

Authorities

  • 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
  • SFU Policy A 10.01, Academic Appointments
  • Collective Bargaining Agreement: TSSU

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Documents 

*Mandatory
Document RetentionRequired?Document Type in eTRACSOffice 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 PeriodRRSDA

Appointment forms (SI) *

CY of last employment contract + 7 years 1999-045Yes - for payroll
  •  Sessional Instructor Appointment Form

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 


  •  Sessional Instructor Appointment Letter
(FASS CWoo: Should be same as Appointment Form?)(FASS CWoo: Should be same as Appointment Form?)
Offer Letter *


  •  Offer letter (FoE)

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 year1999-024

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 *

CY of last employment contract + 7 years 1999-045Yes
  •  CV

Dean's Office 

Undergraduate Programs (FoE)


(FASS CWoo: Undergraduate Program)

Undergraduate Programs (FoE)


(FASS CWoo: Undergraduate Program)

TSSU Assignment of Wages Form



Yes
  •  TSSU Assignment of Wages form

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
  •  General Privacy and Confidentiality Agreement

Undergraduate Programs (FoE)


(FASS CWoo: Undergraduate Programs)

Undergraduate Programs (FoE)


(FASS CWoo: Undergraduate Programs)

Personal Data Form

Yes - one time for new hires
  •  Personal Data Form

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
  •  TD1 BC Form

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
  •  TD1 Federal Form

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
  •  Banking Information

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
  •  Proof of Permanent Residency
  •  Work Permit
  •  SIN Letter
  •  Copy of passport ?
  •  LMI exemption ?


Payroll primary responsibility

Undergraduate Programs (FoE)


(FASS CWoo: Undergraduate Programs, Payroll)


Undergraduate Programs (FoE)


(FASS CWoo: Payroll)

Performance Evaluations (ie by a Faculty Supervisor, course evaluation SETC?)





Undergraduate Programs (FoE)


(FASS CWoo: Undergraduate Programs)

Undergraduate Programs (FoE)


(FASS CWoo: Undergraduate Programs)

Disciplinary Notices or ReportsReports 



Undergraduate Programs (FoE)


(FASS CWoo: Undergraduate Programs)

Undergraduate Programs (FoE)


(FASS CWoo: Undergraduate Programs)

Memos





Correspondence (ie. emails)



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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The electronic folder can be labelled as the sample below:

Sessional Instructor AppointmentFile

Image Added2021 Appointments

Image AddedSpring 2021 CMPT




File Naming Convention

(TBD - Under Review by FERM Working Group)

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