Continuing Appointment Files.

Teaching and Research Faculty Appointments Case

Documents Retained in Personnel File (see RRSDA 1996-004)

1. Recommendation for Appointment Form
2. New Position Request Form
3. Dean's Appointment Recommendation
4. Chair's/Director's appointment recommendation (or Search Committee Chair)
5. Formal recommendation from TPC on the granting of tenure, with reasons (if applicable)
6. Copy of "Provisional Offer" (if applicable)
7. Non-advertised Positions - Request for Approval Form (if applicable)
8. Funding agreement (if external funding)
9. Candidate application (CV, application letter, research and teaching statements)
10. Reference letters - a minimum of 3 letters
11. Non-original signature written confirmation (if applicable)
12. Proof of Highest Degree (required for new hire)
13. Copy of most recent Permanent Residence card (if appointee is a Canadian Permanent Resident) or Work Permit/SIN (if applicable)
14. Copy of advertisement(s) and documentation of distribution/length of posting (where search is involved)
15. Application documents received from short-listed candidates (where search is involved)
16. Documentation (e.g. a spreadsheet) of why each Canadian/PR did not meet the advertised requirements (where search is involved and if applicable)

Documents Destroyed at end of Retention Period

Includes working records with no further administrative value after case review. Keep these documents in a separate/complete file (with copies of documents listed above that will be retained) with a destruction date clearly noted on file.