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RRSDA Reference

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

Documents Checklist

Document Retention

Document Type in eTRACS

Office of Responsibility (for viewing)

Letter from Vice-President Academic with final decision (July 1) April 15?

Retained

CY employment terminated + 60 years

  • Final Decision of Retention Award

Dean's Recommendation Letter for retention award (May 1)

Retained

CY employment terminated + 60 years

  • Recommendation Letter for Retention Award

TPC's Recommendation Letter for retention award (March 1)

Retained

CY employment terminated + 60 years

  • Recommendation Letter for Retention Award

Additional information from Faculty member in response to any recommendation

Retained

CY employment terminated + 60 years

  • Additional Information response to any recommendation

Letter from TPC Chair regarding materials and timeline (January 15)

Retained

CY employment terminated + 60 years

  • Materials and timeline notifications

Initial application/nomination letter from the Dean or faculty member for retention award (December 15)

Retained

CY employment terminated + 60 years

  • Application or Nomination for Retention Award

Any appeal documentation

Retained

CY employment terminated + 60 years

  • Any 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 serviceCY final decision concluded + 1 year
  • Research and Teaching Statements

Curriculum VitaeCY final decision concluded + 1 year
  • CV

Publications, research in progressCY final decision concluded + 1 year
  • Publications or Research in Progress

Teaching evaluation summaryCY final decision concluded + 1 year
  • Summary of Teaching Information

Other information as requested by the TPC or provided by the candidateCY final decision concluded + 1 year
  • Supplementary Information

Information from other nominees/unsuccessful candidatesCY final decision concluded + 1 year
  • Information of other nominees or unsuccessful candidates


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
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