Content Comparison

Background

Sessional Instructor appointments are guided by the TSSU Collective Agreement. Sessional Instructors appointments are concluded by the Dean (or delegate).

Authorities

Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)

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• • Article XIX: Employment file states that "an employment file shall be kept for each bargaining unit employee."  The section includes detailed information about which documents should and should not be kept on the employee file. For example (A) the file shall include the department copy of the normal appointment document(s), a current curriculum vitae... (B) except for regularly conducted evaluations by students, no anonymous communication shall be placed in the employee file.
  • Article X: Disciplinary Action, Suspension, Termination and Resignation states that (C)(1) "On the request of an employee any written disciplinary or adverse reports shall be removed from the employee's file and destroyed provided that twenty-four (24) months have elapsed since the issuance of the report and no other adverse reports have been received."

RRSDA's

Personnel Files

1999-045 - Personnel Files: Teaching Support Staff Union (TSSU) Employment Files

Description, Purpose and Use of Documents

• • Records documenting the employment history of employees belonging to the Teaching Support Staff Union (TSSU) bargaining unit.
  • Records are organized as individual case files and may include letters of appointment and appointment forms; resumes and CVs; evaluations of the employee performance by faculty supervisors; disciplinary notices and reports; correspondence, memoranda, and email.
  • The following employees belong to the TSSU bargaining unit: teaching assistants, sessional instructors, and distance education tutors, markers, and (when not faculty) supervisors.
  • The current Collective Bargaining Agreement (CBA) with the TSSU stipulates that:
    • no records relating to the employee's academic performance or standing are to be kept on his or her employment file (CBA 1998-2001: Article XIV, section C);
    • no records relating to a grievance are to be kept on the employment file (CBA 1998-2001: Article XIV, section D).
  • Do not apply this schedule to the evaluation forms completed by students assessing the course and the TSSU instructor's performance. These records are scheduled separately under RRSDA 1999-006, Instructor / Course Evaluations: TSSU Employees.

Total retention period

CY of last employment contract + 7 years

Competition Files

1999-024 - Competition Files: Academic Appointments

Description, Purpose and Use of Documents

Records relating to competitions for academic staff positions.

• • Records may include, but is not limited to, job postings, job descriptions, lists of candidates, letters of application, resumes and CVs, statements of teaching philosophy and research interests, reference letters, teaching evaluations and material, correspondence, evaluative memoranda, interview questions and answers, reference checks, eligibility criteria, scoring and ranking sheets.
  • Academic staff positions include: tenure-track faculty, lecturers, lab instructors, librarians and archivists, limited term appointments, sessional instructors, teaching assistants, adjunct professors, and other academic positions covered under SFU Policy A 10.01.
  • Appointment procedures vary depending on the position, and may be concluded by the President, the Vice-President Academic, or a Dean. This schedule applies to all departments involved in the appointment procedure. Records relating to the successful candidate will be incorporated into the employee’s Academic Personnel File.

Total retention period

CY competition completed + 1 year

Documents for Review

Electronic Folders & File Naming Conventions

The electronic folder can be labelled as the sample below:

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2021 Appointments

Spring 2021 CMPT

File Naming Convention

Phoebe: Copy from Visiting Faculty, will it apply to SI too? → 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)

FoE: If a Sessional Instructor is hired for a long period of time, TSSU Collective Agreement requires the faculty to offer Limited Term Lecturer position (Faculty Association position). Record retention schedule for Personnel Files: Academic Employees (Non-Continuing) 1994-002 is under review. (FoE)

Working Group Questions

Questions to be explored when reviewing the document checklists:

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