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Background

  1. Foreign Worker Application
  2. Follow-up Letter (if applicable)
  3. Labour Market Opinion Confirmation(LMO)
  4. Application of Work Permit
  5. Work Permit
  6. Employment Validation
  7. Permanent Residency Confirmation

Authorities

TBC

RRSDA's

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Retention

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Name

...

 

...

Year

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Checklist for Visa/ PR Documentation

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Personnel Files


Documents for Review

 

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Documents 

*Mandatory
Document RetentionRequired?Document Type in eTRACS

Office of

Responsibility (for viewing)1Foreign Worker Application 

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 PeriodRRSDA

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

(FR to




Foreign Worker Recruitment

Unit in HRSDC)2

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)

3



Correspondence of Foreign Worker Recruitment



Labour Market Opinion (LMO) Confirmation

Confirming the immigration authorization (Service Canada to SFU)

4



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

5


Work permit


Copy of Government of Canada work permit




Work Permit

6



BC Provincial Nominee Program 


Apply for immigration under Provincial Nominee Program (FR to Ministry of Economic Development)

7



Related documents for BC Provincial Nominee Program 



Permanent Residency Application form





Permanent Residency Application Form

8



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

9



Cheque requisitions /
Travel and Business Expense Claim /
Moving and Relocation Expense Claim


Note: can we move this to 'Relocation Expenses' subsection?

10



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)

11

Documents Retained in Personnel File 

...

Destruction

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Employment Validation

















Faculty/Department Level Documents





















Electronic Folders & File Naming Conventions

The electronic folder can be labelled as the sample below:

Image Added 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