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| Documents Retained in Personnel File | Document Name in eTRACS | Office of Responsibility (for viewing) | |||
|---|---|---|---|---|---|
Recommendation for Appointment Form | Recommendation for Appointment Form | New Position Request Form | New Position Request New Position Request Form | New Position Request Form | |
| Copy of advertisement(s) and documentation of distribution/length of posting (where search is involved) | Advertisement | ||||
Non-advertised Positions - Request for Approval Form (if applicable) | Non Advertised Position Request Form | ||||
| Memo for recruitment (to summarize all advertisement expenses) | Recruitment Memo | ||||
| Invoice of the advertisement | Advertisement Invoice | ||||
Candidate application (CV, application letter, research and teaching statements) | Cover Letter Initial CV | ||||
Proof of Highest Degree (required for new hire) | Proof of Degree Transcript | ||||
| Supporting document of degree completion | Proof of Degree Supporting Document | ||||
Reference letters - a minimum of 3 letters | Reference Letter Referee Information | ||||
| Written confirmation to confirm the reference letters are authentic | Reference Letter Authentication | ||||
Recommendation for Appointment Form | Recommendation for Appointment Form | ||||
Dean's Appointment Recommendation | Recommendation for Appointment Letter | ||||
Appointment recommendation (Chair's/Director's appointment recommendation (or /Search Committee Chair to Dean or Dean to VPA) | Recommendation for Appointment Letter | ||||
| Offer letter from President to Applicant | Final Offer | ||||
| Formal recommendation from TPC on the granting of tenure, with reasons (if applicable) | Recommendation for granting tenure ? | ||||
Copy of "Provisional Offer" (if applicable) | Provisional Offer | Non-advertised Positions - Request for Approval Form (if applicable) | |||
| Non Advertised Position Request FormMortgage verification for confirming employment, income, and the mortgage subsidy policy | Mortgage Subsidy ? | ||||
Funding agreement (if external funding) | Candidate application (CV, application letter, research and teaching statements) | Reference letters - a minimum of 3 letters | Reference Letter Referee Information | Funding Agreement | |
Non-original signature written confirmation (if applicable)Proof of Highest Degree (required for new hire) Proof of Degree Transcript | |||||
Copy of most recent Permanent Residence card (if appointee is a Canadian Permanent Resident) or Work Permit/SIN (if applicable) | Proof of Permanent Residency Work PermitCopy of advertisement(s) and documentation of distribution/length of posting (where search is involved) | Advertisement | |||
Application documents received from short-listed candidates (where search is involved) | Applications of short-listed candidates | ||||
Documentation (e.g. a spreadsheet) of why each Canadian/PR did not meet the advertised requirements (where search is involved and if applicable) | Documentation of failed Canadian or PR Candidates ? |
| Documents Destroyed at end of Retention Period | Document Type | Office of Responsibility (for viewing) |
|---|---|---|
| VPA (& all below) | ||
| VPA (& all below) |
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