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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 | 1994-002? | Yes |
| 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 |
| Dean's Office (FAS) | School, Dean's Office, and FR | |
Copies of any letters (or correspondence) regarding invitation/acceptance | 1994-002? | No |
| School/Dean's Office (FAS) | School/Dean's Office | |
| Recommendation memo from Chair of Appointment Committee * | 1994-002? | Yes |
| School/Dean's Office (FAS) | School/Dean's Office | |
| Resume/CV * | 1994-002? | 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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- Are there any difference in the required documents between paid and unpaid visiting faculties? These types of appointments falling under A12.04 are always paid at FAS as they are here doing both independent research and teaching. Unpaid appointments are typically Visiting Researchers/Scholars/Scientists who are on sabbatical from their home institutions and are just here to collaborate on research.
- Are there any documents missing in the list? Are any of the documents above mandatory for Visiting Faculties appointments such that we can ensure the personnel file's completeness? How long should CV's be kept?
- Who in the department or Dean's office will be responsible for ensuring the files completeness? depends on the department, in FAS, the Academic Relations Advisor
Access Control Questions
- Will there be any centralized control over folder trees or will this be driven entirely by the original owner/creator?
- If an SI becomes a TL or continuing Faculty who retains access over the original SI appointments? The original department or the new department? How will new ownership be assigned?
- How will data structure (folders and files) be maintained over time as stakeholder positions at SFU change?
- Who can see these documents? Can outside faculties see these documents too? - aside from those listed in above table, no one should have access to these documents.
- Will all documents under this section be shared or limited to the appointment form and letter? - not sure what this question is asking, should be answered by above question?
- Who should have access to these documents - either during the process or after it is concluded and someone is hired? Would they have different roles during the process? - indicated in table, and answered by above questions?
Access Control Questions
OPR
- Vice President Academic
File Manager/Responsibility for Records
Business Case Questions for Document Retention
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Retention Questions
- If someone (e.g. Visiting Faculty) has been inactive at SFU for a period long enough for their documents to have exceeded the RRSDA for that category, and then comes back to SFU in the same or a different capacity, will those documents be accessible/reactivated?
- 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?
OPR
- 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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