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Documents

*Mandatory
Document RetentionRequired?Document Type in eTRACS

Office of Primary Responsibility (OPR)

i.e. 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
Recommendation for Appointment Form *unknown 1994-002?Yes
  •  Recommendation for Appointment Form
Dean's Office (FAS)

School, Dean's Office, and FR

Payroll

Appointment Letter * (Copy of signed letter); Dean's office keeps original


1994-002?Yes
  •  Final Offer
Dean's Office (FAS)School, Dean's Office, and FR

Copies of any letters (or correspondence) regarding invitation/acceptance


1994-002?No
  •  Invitation or Acceptance of Offer
School/Dean's Office (FAS)School/Dean's Office
Recommendation memo from Chair of Appointment Committee *
1994-002?Yes
  •  Recommendation Letter for Appointment
School/Dean's Office (FAS)School/Dean's Office
Resume/CV *
1994-002?Yes
  •  CV
School/Dean's Office (FAS)School, Dean's Office, and FR
Application

No
  •  Cover Letter
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?) 

  •  Proof of Degree
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?
  •  General Privacy and Confidentiality Agreement
Dean's Office (FAS)School, Dean's Office, and FR

Personal Data Form



Yes - if first appt at SFU or info has changed
  •  Personal Data Form
Dean's Office (FAS)Dean's Office, FR, and payroll

TD1-BC Form



Yes - if first appt at SFU or info has changed
  •  TD1 BC Form
Dean's Office (FAS)Dean's Office, FR, and payroll
TD1 Federal Form

Yes - if first appt at SFU or info has changed
  •  TD1 Federal Form
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
  •  Proof of Permanent Residency
School or Dean's Office (FAS)

Dean's Office, FR

Payroll ( ? )

Banking information – void cheque/direct deposit information

Yes - for paid visiting faculty
  •  Banking Information
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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  • What are the requirements to keep these? e.g. legal requirement? base on experience? request from Dean or any other people? - unsure of legal requirement. In FAS accredited engineering schools, need to keep on file who taught which courses and their credentials, required for 6+ years (accredited for ~6 years at a time).  
  • Any other business cases to justify the retention period of the documents e.g. how long it has to be kept? 


OPROffice of Primary Responsibility

  • Vice President Academic


File Manager/Responsibility for Records

  • Department or Program are responsible for the files (uploading files in process, digitalizaion of historical process files)




Reference link of Visiting Faculty Appointments Procedures and Checklists

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