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Background
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TBC
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1996-004 Personnel Files: Academic Employees (Continuing)
Normal Retention: CY employment terminated + 60 years
and
1999-019 – Renewal, Tenure, Promotion and Salary Review Files
CY final decision concluded + 1 year
Documents Retained in Personnel File (see RRSDA 1996-004)
See Retention Fund procedures, approved by the VP Academic, April 2002. http://www.academicrelations.sfu.ca/documents/RetentionAwardGuidelines.pdf
Approval Progression TPC > Dean > VPA
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Documents Checklist
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Document Type
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Office of Responsibility (for viewing)
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 | |||||
Letter from Vice-President Academic with final decision | ||||||
Retained
CY employment terminated + 60 yearsFinal Decision of Retention Award | ||||||
| Dean's Recommendation Letter for retention award |
Retained
CY employment terminated + 60 years
Recommendation Letter for Retention Award | |||||
| TPC's Recommendation Letter for retention award |
Retained
CY employment terminated + 60 years
Recommendation Letter for Retention Award | |||||
Additional information from Faculty member in response to any recommendation |
CY employment terminated + 60 years
Additional Information response to any recommendation | |||||
Letter from TPC Chair regarding materials and timeline |
Retained
CY employment terminated + 60 yearsMaterials and timeline notifications | ||||||
Initial application/nomination letter from the Dean or faculty member for retention award |
Retained
CY employment terminated + 60 yearsApplication or Nomination for Retention Award | ||||||
Any appeal documentation |
Retained
CY employment terminated + 60 yearsAny Appeal Documentation | ||||||
Retention award start date Email Faculty member continued to receive retention award despite it expiring. Start date changed to not trigger retroactive payments |
Retained
CY employment terminated + 60 years
Retention Award Start Date Confirmation Email | |||||
| Statements of research, teaching and service |
Research and Teaching Statements | ||||||
| Curriculum Vitae |
CV | ||||||
| Publications, research in progress |
Publications or Research in Progress | |||||
| Teaching evaluation summary |
Summary of Teaching Information | |||||
| Other information as requested by the TPC or provided by the candidate |
Supplementary Information | ||||||
| Information from other nominees/unsuccessful candidates |
Information of other nominees or unsuccessful candidates | ||||||
| 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
Notes
- No RRSDA specifically mentions Retention Fund Awards – used 1999-019 as the information collected is similar – okay as per Paul Hebbard – Records Management (October 4, 2007)
- The TPC may request additional information if they feel it is necessary for making a recommendation