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Background
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TBC
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1999-020 – Leave Application Files
CY final decision concluded + 1 year
OR
1996-004 Personnel Files: Academic Employees (Continuing)
Normal Retention: CY employment terminated + 60 years
Checklist for Leave of Absence
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Authorities
TBC
RRSDA's
Personnel Files
Documents for Review
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 |
Leave of Absence Application Form |
Application Form for Leave of Absence | VPA (& all below) | ||||
Letter of sponsoring agency & contact information for benefit invoice (if applicable) Is it equal to "Benefit Letter from company to director"? |
Supplementary Information for Leave of Absence | VPA (& all below) | ||||
| Support for Leave |
Support for Leave | VPA (& all below) | ||||
Letter of Dean's approval |
Approval of Leave of Absence | VPA (& all below) | |||||
| Faculty/Department Level Documents | ||||||
Electronic Folders & File Naming Conventions
The electronic folder can be labelled as the sample below:
2019-2020
(TBC)
File Naming Convention
Lastname_Firstname_ApptType_DocType_Dept/Faculty_YYYYMMDD
e.g. Doe_John_ASP_CV_Beedie_20210714
Business Cases for Document Retention
(TBD - to discuss with FERM Working Group - note for reviewers, post your business cases in this section as to rationale for retaining documents and a length of time to keep them if known)
Working Group Questions
Questions to be explored when reviewing the document checklists:
Access Control Questions
Retention Questions
Office of Primary Responsibility
File Managers/Responsibility of Records