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 Appointment
Note: SI appointments are handled in faculty and FR will not see these files
Checklist for Sessional Instructor Appointments
Questions to be explored during reviewing the document checklists:
- Are there any documents missing in the list?
- Any of the documents below are mandatory for SI appointments such that we can ensure the personal file's completeness?
- What are the requirements to keep these? e.g. legal requirement? base on experience? request from Dean or any other people?
- Any user story to justify the retention period of the documents e.g. how long it has to be kept? Example as below:
User Story
As a Faculty Personnel Files handler in the faculty, I want to keep the Session Instructor Appointments related documents for two years after the contract completed, so that I can take a reference to the old appointment letters for re-use purposes.
- 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?
- Will these documents be shared to FR?
- Will faculty to be one to upload these documents?
| Documents Checklist | Document Retention | Document Type in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
Appointment form (SI) | e.g. two years after the contract completed because I can take it as reference for similar appointment in the future |
| e.g. Dean's office |
Appointment Letter |
| ||
Curriculum Vitae |
| ||
TSSU Privacy Form |
| ||
TSSU Assignment of Wages Form |
| ||
| General Privacy and Confidentiality Agreement |
| ||
| Personal Data Form |
| ||
TD1-BC Form |
| ||
TD1 Federal Form |
| ||
| Banking information – void cheque/direct deposit information |
|