Background
- Foreign Worker Application
- Follow-up Letter (if applicable)
- Labour Market Opinion Confirmation(LMO)
- Application of Work Permit
- Work Permit
- Employment Validation
- Permanent Residency Confirmation
...
Authorities
...
TBC
RRSDA
...
1996-004 Personnel Files: Academic Employees (Continuing)
Normal Retention: CY employment terminated + 60 years
Checklist for Work Permit/ PR Documentation
...
'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 |
Foreign Worker Application Form (FR to Foreign Worker Recruitment Unit in HRSDC) Foreign worker application form e.g. LMIA aplication |
Foreign Worker Application Form | ||||||
Foreign Worker Recruitment Letter (FR to Foreign Worker Recruitment Unit in HRSDC) A letter to Foreign Worker Recruitment Unit Employer Services with Foreign Academic Recruitment Summary |
Foreign Worker Recruitment Letter | ||||||
Follow up Letter to HRSDC (not apply to standard procedures) A follow up letter to HRSDC to expedite the application process (Director of FR to HRSDC) |
Correspondence of Foreign Worker Recruitment | ||||||
Labour Market Opinion (LMO) Confirmation Confirming the immigration authorization (Service Canada to SFU) |
Confirmation of Labour Market Opinion | |||||
Application of Work Permit Letter to Canadian Embassy for application of work permit (FR to the Canadian Embassy) |
Work Permit Application | ||||||
Work permit Copy of Government of Canada work permit |
Work Permit | ||||||
BC Provincial Nominee Program Apply for immigration under Provincial Nominee Program (FR to Ministry of Economic Development) |
Related documents for BC Provincial Nominee Program | ||||||
Permanent Residency Application form |
Permanent Residency Application Form | ||||||
Confirmation of permanent residency Copy of Government of Canada permanent residency approval e.g. photocopy of PR card in both sides |
Proof of Permanent Residency | ||||||
Cheque requisitions / Note: can we move this to 'Relocation Expenses' subsection? |
Relocation Expense Reimbursement Request | ||||||
Temporary and permanent employment validation Documents regarding employment validation - communication with HRDC and faculty member arranging validation (FR to faculty member/HRDC) |
Employment Validation | ||||||
| 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