In January of each year, every Member must submit an Annual Report of Outside Activities to their Chair. The folder should be labelled with year, for example:
Outside Activities Report 2020
| Info | ||
|---|---|---|
| ||
To be confirmed |
Checklist for Outside Activities Reports
https://www.sfu.ca/faculty-relations/outsideactivities.html
...
Background
TBC
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 |
| Annual Report of Outside Activities Form (Collected annually by Jan 15th) |
Annual Report of Outside Activities Form | |||||
Review/Approval by Associate Dean (can be included in file). |
Review or Approval of Outside Activities | |||||
Concluded by Dean’s Office |
Approval of Outside Activities | Dean (& all below) , not forwarded to FR (confirmed) | |||||
| Faculty/Department Level Documents | ||||||
Electronic Folders & File Naming Conventions
The electronic folder can be labelled as the sample below:
2019-2020 Limited Term Lecturer
(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
Checklist for Outside Activities Reports
https://www.sfu.ca/faculty-relations/outsideactivities.html