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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 | |||||
| Recommendation for Appointment Form * | unknown | Yes |
| Dean's Office (FAS) | School, Dean's Office, and FR Payroll ( ? ) | |
Appointment Letter * (Copy of signed letter); Dean's office keeps original or Signed Appointment Letter | Yes |
| Dean's Office (FAS) | School, Dean's Office, and FR | ||
Copies of any letters (or correspondence) regarding invitation/acceptance
| No |
| School/Dean's Office (FAS) | School/Dean's Office | ||
| Recommendation memo from Chair of Appointment Committee * | Yes |
| School/Dean's Office (FAS) | School/Dean's Office | ||
|
| |||||
| Resume/CV * | Yes |
| School/Dean's Office (FAS) | School, Dean's Office, and FR | ||
| Application | No |
| School/Dean's Office (FAS) | School, Dean's Office, and FR | ||
Proof of Highest Degree | Yes (can this be waived if they are a faculty member at a recognized university?) |
| School/Dean's Office (FAS) | School, Dean's Office, and FR | ||
General Privacy and Confidentiality Agreement | Yes - if first appointment at SFU? or obtain one for every different type of appt? |
| Dean's Office (FAS) | School, Dean's Office, and FR | ||
Personal Data Form | Yes - if first appt at SFU or info has changed |
| Dean's Office (FAS) | Dean's Office, FR, and payroll | ||
TD1-BC Form | Yes - if first appt at SFU or info has changed |
| Dean's Office (FAS) | Dean's Office, FR, and payroll | ||
| TD1 Federal Form | Yes - if first appt at SFU or info has changed |
| Dean's Office (FAS) | Dean's Office, FR, and payroll | ||
| Copy of most recent Permanent Residence card (if appointee is a Canadian Permanent Resident) or Work Permit/SIN (if applicable) | Yes - if non-Canadian |
| School or Dean's Office (FAS) | Dean's Office, FR Payroll ( ? ) | ||
| Banking information – void cheque/direct deposit information | Yes - for paid visiting faculty |
| note: does this need to be entered into eTRACS? Or should this go directly to Payroll? | |||
| Faculty/Department Level Documents | ||||||
Faculty of Education Visiting Faculty Fund - for travel expenses | ||||||
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Reference link of Visiting Faculty Appointments Appointments Procedures and Checklists