This is a framework of processes, files and file groups that may appear under each identified section. Note that not all sections or subsections will appear for every faculty member. Each person has a unique personnel file that can be constructed using components of these sections in order to capture their journey at SFU.
Full list of Document Types in this framework can be downloaded here! (the formatting may be distorted if previewing online, please download the file instead)
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Sections
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Sub-sections (priority to review)
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Retention Notes
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Description
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Recruitment & Appointments
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Custom folder e.g. Assistant Professor 2020
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University Research Associate (URA)
Competition Files
CY competition completed + 1 year
*****
NEW Retention Schedule
CY employee terminates + 7 years
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This section includes recruitment and appointment documents for continuing and temporary appointments, professorships and administrative appointments, and non-employment appointments.
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Workload
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Project Supervision Documentation
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NEW Retention Schedule
CY employee terminates + 7 years
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This section includes documents related to faculty workload that may include teaching and other types of modifications to normal workload.
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Salary
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NEW Retention Schedule
CY employee terminates + 7 years
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This section includes documents for salary review and annual reports such as outside activities.
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Benefits
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Renewal, Tenure & Promotion (RTP)
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YEAR_PROCESS (e.g. 2016_Tenure_and_Promotion or 2018_Promo)
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CY final decision concluded + 1 year
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This section includes documents related to processes that proceed primarily through the Tenure & Promotions Committee (TPC).
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Leaves
Administrative (Research) Leave
Sick/ Long Term Disability Leave
Other leaves (Military, Compassionate, Jury, etc.)
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CY application decision concluded + 1 year (Question: Should this be one year after leave concluded?)
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This section includes all leave types documentation. . http://www.sfu.ca/archives2/dur-rrsdas/1999-020.html
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Grants & External Contracts (including Endowed Fellowships)
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NEW Retention Schedule
CY employee terminates + 7 years
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This section is for research money, grants, and travel
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Awards & Recognition
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NEW Retention Schedule
CY employee terminates + 7 years
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This section includes memo’s, letters and media publicity related documents for teaching, research or service related achievements.
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Immigration
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Questions: Do employees submit immigration records multiple times? Do we need to keep track of immigration status overtime or is it only necessary to have current immigration information?
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Exit
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Retirement (phased, early, regular)
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NEW Retention Schedule
CY employee terminates + 7 years
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