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1996-004 Personnel Files: Academic Employees (Continuing) Normal Retention: CY employment terminated + 60 years and 1999-019 – Renewal, Tenure, Promotion and Salary Review Files |
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CY final decision concluded + 1 year |
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Candidate
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Year
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Documents Retained in Personnel File (see RRSDA 1996-004)
See Retention Fund procedures, approved by the VP Academic, April 2002. http://www.academicrelations.sfu.ca/documents/RetentionAwardGuidelines.pdf
Documents |
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Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
Letter from Vice-President Academic with final decision (July 1) | Retained CY employment terminated + 60 years | ||
| Dean's Recommendation Letter for retention award (May 1) | Retained CY employment terminated + 60 years | ||
| TPC's Recommendation Letter for retention award (March 1) | Retained CY employment terminated + 60 years | ||
Additional information from Faculty member in response to any recommendation | Retained CY employment terminated + 60 years | ||
Letter from TPC Chair regarding materials and timeline (January 15) | Retained CY employment terminated + 60 years | ||
Initial application/nomination letter from the Dean or faculty member for retention award (December 15) | Retained CY employment terminated + 60 years | ||
Any appeal documentation | Retained CY employment terminated + 60 years | ||
Retention award start date Email Faculty member continued to receive retention award despite it expiring. Start date changed to not trigger retroactive payments |
Destruction
Documents Destroyed at end of Retention Period
Includes working records with no further administrative value after case review. Keep these documents in a separate/complete file (with copies of documents listed above that will be retained) with a destruction date clearly noted on file.
Retained CY employment terminated + 60 years | |||
| Statements of research, teaching and service | CY final decision concluded + 1 year | ||
| Curriculum Vitae | CY final decision concluded + 1 year | ||
| Publications, research in progress | CY final decision concluded + 1 year | ||
| Teaching evaluation summary | CY final decision concluded + 1 year | ||
| Other information as requested by the TPC or provided by the candidate | CY final decision concluded + 1 year | ||
| Information from other nominees/unsuccessful candidates | CY final decision concluded + 1 year |
Notes
- No RRSDA specifically mentions Retention Fund Awards – used 1999-019 as the information collected is similar – okay as per Paul Hebbard – Records Management (October 4, 2007)
- The TPC may request additional information if they feel it is necessary for making a recommendation