Background
Sessional Instructor appointments are guided by the TSSU Collective Agreement. Sessional Instructors appointments are concluded by the Dean.
Authorities
- University Act (RSBC 1996, c. 468)
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
- BC Human Rights Code (RSBC 1996, c. 210)
- BC Labour Relations Code (RSBC 1996, c. 244)
- Employment Standards Act (RSBC 1996, c. 113)
- Limitation Act (RSBC 1996, c. 266)
- SFU Policy A 12 Series, Other Academic Appointments
- SFU Policy A 10.01, Academic Appointments
- Collective Bargaining Agreement: TSSU
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
| Documents | Document Retention | Required? | Document Type in eTRACS | Office of Responsibility (for retaining the records/ 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 | |||||
Appointment forms (SI) | CY of last employment contract + 7 years | 1999-045 | Yes - for payroll |
| Dean's Office | |
| Appointment letter |
| |||||
| Offer Letter | ||||||
| Application Package - may include 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. | CY competition completed + 1 year | 1999-024 | ||||
Curriculum Vitae or Resume | CY competition completed + 1 year | 1999-024 | Yes |
| Dean's Office | |
TSSU Assignment of Wages Form | Yes |
| ||||
| General Privacy and Confidentiality Agreement | Yes - one time for new hires |
| ||||
| Personal Data Form | Yes - one time for new hires |
| ||||
TD1-BC Form | Yes - one time for new hires |
| ||||
TD1 Federal Form | Yes - one time for new hires |
| ||||
| Banking information – void cheque/direct deposit information | Yes - one time for new hires |
| ||||
Copy of most recent Permanent Residence card (if appointee is a Canadian Permanent Resident) or Work Permit/SIN (if applicable) | Yes - for each appointment or reappointment |
| ||||
Performance Evaluations by a Faculty Supervisor | ||||||
| Disciplinary Notices or Reports | ||||||
| Memos | ||||||
| Correspondence (ie. emails) | ||||||
| Faculty/Department Level Documents | ||||||
| Faculty of Health Sciences Workspace Request Form | ||||||
Electronic Folders & File Naming Conventions
The electronic folder can be labelled as the sample below:
Sessional Instructor Appointment
File Naming Convention
(TBD - Under Review by FERM Working Group)
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:
- Are there any documents missing in the list?
- Do SI's ever receive appointment letters in addition to the forms?
- Are any of the documents above mandatory for SI appointments such that we can ensure the personnel file's completeness? How long should CV's be kept?
- Who in the department or Dean's office will be responsible for ensuring the files completeness?
- Should unsuccessful application information be treated differently than successful candidates information?
- What are the requirements to keep these? e.g. legal requirement? base on experience? request from Dean or any other people?
- Any other business cases to justify the retention period of the documents e.g. how long it has to be kept?
- Who else hires SI's that may not be in a Faculty? (ie. Library, Lifelong Learning, CEE?)
- Who can see these documents? If the SI is in FoE, can FASS can see these documents too?
- Will all documents under this section be shared or limited to the appointment form and letter?
- Who should have access to these documents - either during the process or after it is concluded and someone is hired? Would they have different roles during the process?