(non-continuing appointment)
A temporary appointment may be made where there is a need for the temporary employment of a teaching faculty member and/or where only temporary or contingent funding for the position is available.
Types of non-continuing appointments are including:
Term Teaching-Research Faculty Appointments Case
A term appointment may be made where there is a need for the temporary employment of a teaching faculty member and/or where only temporary or contingent funding for the position is available. For example:
Term Associate Professor
RRSDA Reference
Checklist for Term Teaching-Research Faculty Appointments
| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
Personal Data Form | Personal Data Form | ||
| Recommendation for Appointment Form | Recommendation for Appointment Form | ||
| Appointment Letter (Copy of signed letter); Dean's office keeps original | Final Offer | ||
| Resume/CV | CV | ||
Proof of Highest Degree | Proof of Degree | ||
General Privacy and Confidentiality Agreement | General Privacy and Confidentiality Agreement | ||
TD1-BC Form | TD1 BC Form | ||
| TD1 Federal Form | TD1 Federal Form | ||
| Copy of Permanent Resident Card or Work Permit and Social Insurance Number (if applicable) | Proof of Permanent Residency | ||
SFUFA Dues Form | SFUFA Dues Form | ||
| Banking information – void cheque / direct deposit information | Banking information | ||
Performance Management Documents As the temp appointment will go through biennial performance reviews | Performance Review | VPA (& all below) |
Visiting Faculty Appointment (where does this belong?)
A visiting faculty member must be a person who holds a position at the rank of Instructor, Assistant, Associate or Full Professor in a recognized university, or who holds an equivalent position in another appropriate organization. For example:
Visiting Faculty
RRSDA Reference
Checklist for Visiting Faculty Appointments
| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Recommendation for Appointment Form | Recommendation for Appointment Form | ||
| Appointment Letter (Copy of signed letter); Dean's office keeps original | Final Offer | ||
Copies of any letters (or correspondence) regarding invitation/acceptance or Signed Appointment Letter | Invitation or Acceptance of Offer | ||
| recommendation memo from Chair of Appointment Committee | Recommendation Letter of Appointment | ||
| request from faculty member (sponsor) | Request for appointment from faculty member | ||
| Resume/CV | Resume CV | ||
| Application | Cover Letter | ||
Proof of Highest Degree | Proof of Degree | ||
General Privacy and Confidentiality Agreement | General Privacy and Confidentiality Agreement | ||
Personal Data Form | Personal Data Form | ||
TD1-BC Form | TD1 BC Form | ||
| TD1 Federal Form | TD1 Federal Form | ||
| Copy of Permanent Resident Card or Work Permit and Social Insurance Number (if applicable) | Proof of Permanent Residency | ||
| Banking information – void cheque/direct deposit information | Banking Information |
Post Retirement Appointment
A retired Member may be offered a full- or part-time post retirement appointment
Post Retirement Faculty
Questions:
- If it's an internal appointment (home department of the retired faculty member) wouldn’t this all be a part of their continuing faculty file?
- If it’s a cross-department post retirement appointment, wouldn’t it be part of their continuing employee file from their home department? Or would each department have an individual file structure for that person?
RRSDA Reference
Checklist for Post Retirement Appointments
| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Recommendation for Appointment Form | Recommendation for Appointment Form | ||
| A recommendation memo from the Chair of the Appointment Committee | Recommendation Letter of Appointment | ||
| Appointment Letter (Copy of signed letter); Dean's office keeps original | Final Offer | ||
| Rationale for appointment and any relevant background documentation | Rationale for Appointment | ||
General Privacy and Confidentiality Agreement | General Privacy and Confidentiality Agreement | ||
| |||
SFUFA Dues Form | SFUFA Dues Form | ||
| Banking information – void cheque/direct deposit information | Banking Information |
Sessional Instructor Appointment
Sessional Instructor appointment is handled in faculties only, FR will not keep these documents. The folder can be labelled as the sample below:
Sessional Instructor
Note: SI appointments are handled in faculty and FR will not see these files
RRSDA Reference
Checklist for Sessional Instructor Appointments
| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
Appointment form (SI) | Application Form for Sessional Instructor | ||
Appointment Letter | Final Offer | ||
Curriculum Vitae | CV | ||
TSSU Privacy Form | TSSU Privacy Form | ||
TSSU Assignment of Wages Form | TSSU Assignment of Wages form | ||
| General Privacy and Confidentiality Agreement | General Privacy and Confidentiality Agreement | ||
| Personal Data Form | Personal Data Form | ||
TD1-BC Form | TD1 BC Form | ||
TD1 Federal Form | TD1 Federal Form | ||
| Banking information – void cheque/direct deposit information | Banking Information |
Overload Teaching Contract
http://www.sfu.ca/faculty-relations/appointments/other/overload-teaching.html - this includes staff teaching on overload.
There are two categories of OTC:
- Those appointed as OTC 1 will be assigned tutorial and/or laboratory instruction.
- Those appointed as OTC 2 will be assigned the overall preparation and presentation of an academic course given by a department or program and in addition may be assigned tutorial and/or laboratory instruction.
- Approval from Department Chair (if applicable)
- Exception Memo (if applicable)
- Proof of Degree (if applicable)
Teaching and Research Faculty Appointments Case
RRSDA Reference
1996-004 Personnel Files: Academic Employees (Continuing)
CY of termination + 60 years
Checklist for overload teaching appointment for teaching and research faculty members
Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Overload Teaching Contracts Form | Overload Teaching Contracts Form | ||
| Overload Teaching Appointment Letter | Overload Teaching Appointment Letter |
Term Teaching-Research Faculty Appointments Case
RRSDA Reference
Checklist for overload teaching appointment for term teaching and research faculty members
Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Overload Teaching Contracts Form | Overload Teaching Contracts Form | ||
| Overload Teaching Appointment Letter | Overload Teaching Appointment Letter |
University Research Associate (where does this belong?)
The position of University Research Associate is intended primarily to be a full-time research position for a person having academic qualifications similar to those required for appointment to the faculty. The individual may attain project tenure but continuation of the position will be dependent upon the availability of funds. For example:
University Research Associate
RRSDA Reference
Checklist for URA appointment
| Documents Checklist | Document Retention | Document Type | Office of Responsibility (for viewing) |
|---|---|---|---|
| Appointment Letter From Dean (Copy of signed letter); Dean's office keeps original | Final Offer | ||
| Recommendation for Appointment Form | Recommendation for Appointment Form | ||
| Copies of any letters/correspondence from faculty requesting hire (with details of recommendation) | Recommendation Letter for Appointment? | ||
| Research Accounting approval (likely email) | Approval of Research Accounting | ||
| Resume/CV and/or application | CV | ||
| Proof of Highest Degree | Proof of Degree | ||
| General Privacy and Confidentiality Agreement | General Privacy and Confidentiality Agreement | ||
| Personal Data Form | Personal Data Form | ||
TD1-BC Form | TD1 BC Form | ||
TD1 Federal Form | TD1 Federal Form | ||
| Copy of Work Permit or Permanent Resident Card and Social Insurance Number (if applicable) | Proof of Permanent Residency / Work Permit | ||
| Banking information – void cheque/direct deposit information | Banking Information |
Chairs (and CRCs)
Apart from the continuing teaching rank of the Faculty member, he/she may have other appointments e.g. CRC. In this scenario, a sub section named "Canada Research Chairs" should be added under Recruitment & Appointment section
Canada Research Chairs
RRSDA Reference
1996-004 Personnel Files: Academic Employees (Continuing)
Normal Retention: CY employment terminated + 60 years
Checklist for CRC Appointment
Documents Checklist | Document Retention | Document Name in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
| Recommendation Memo of the faculty member for the CRC position in a research area (Director to Dean) | Retained | Recommendation Letter for Appointment | |
| Recommendation Memo of the faculty member for the CRC position in a research area (Dean to VPA) | Retained | Recommendation Letter for Appointment | |
| Recommendation Memo of the faculty member for the CRC position in a research area (VPA to University Appointments Committee) | Retained | Recommendation Letter for Appointment | |
| Recommendation Memo of the faculty member for the CRC position in a research area (Chair of University Appointments Committee to President) | Retained | Recommendation Letter for Appointment | |
| Notice of award and acceptance | Retained | Award Acceptance Notification | |
| Notice of successful CRC appointment | Retained | Award Acceptance Notification |
Checklist for Chair Appointment
Documents Checklist | Document Retention | Document Name in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
| CV | Retained | CV | |
| Intention to apply related documents | Retained | Intention to apply for Chair Appointment | |
| Reference Letters (maybe at FR only?) | Retained? | Reference Letter | FR only |
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