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Background
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TBC
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1999-020 – Leave Application Files
CY final decision concluded + 1 year
OR
1996-004 Personnel Files: Academic Employees (Continuing)
Normal Retention: CY employment terminated + 60 years
Checklist for Study Leave
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Authorities
TBC
RRSDA's
Personnel Files
Documents for Review
Documents *Mandatory | Document Retention | Required? | Document Type in eTRACS | Office of Primary Responsibility (OPR) i.e. 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 | |||||
| Activity Report from previous study leave | ||||||
Activity Report from Previous Study Leave | VPA (& all below) | ||||
Study Leave Application |
Application for Study Leave | VPA (& all below) | |||||
Study Leave Proposal |
Proposal for Study Leave | VPA (& all below) | ||||
Study Leave Summary Sheet |
Summary Sheet for Study Leave | VPA (& all below) | |||||
Director's recommendation Letter |
Recommendation Letter for Study Leave | VPA (& all below) | |||||
Dean's Recommendation Letter |
Recommendation Letter for Study Leave | VPA (& all below) | |||||
Approval of study leave *President to faculty member |
Approval of Study Leave | VPA (& all below) | |||||
Declaration of Conflict of Interest |
Declaration of Conflict of Interest | VPA (& all below) | ||||
| Employment confirmation |
Employment Confirmation for Study Leave | VPA (& all below) | ||||
| Recommendation for Deferral of Study Leave & Supporting Documents (if applicable) |
Recommendation for Deferral of Study Leave and Supporting Documents | VPA (& all below) | ||||
Amendment to Study Leave |
Amendment of Study Leave | VPA (& all below) | |||||
| Faculty/Department Level Documents | ||||||
Electronic Folders & File Naming Conventions
The electronic folder can be labelled as the sample below:
2019-2020
(TBC)
File Naming Convention
Lastname_Firstname_ApptType_DocType_Dept/Faculty_YYYYMMDD
e.g. Doe_John_ASP_CV_Beedie_20210714
Business Cases for Document Retention
(TBD - to discuss with FERM Working Group - note for reviewers, post your business cases in this section as to rationale for retaining documents and a length of time to keep them if known)
Working Group Questions
Questions to be explored when reviewing the document checklists:
Access Control Questions
Retention Questions
Office of Primary Responsibility
File Managers/Responsibility of Records