(non-continuing or term appointments)
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. Note that if any of their contracts are for more than two years, they fall into the biennial salary review cohort, and become part of the step allocation
Types of non-continuing appointments include:
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 in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
Personal Data Form |
| ||
| Recommendation for Appointment Form |
| ||
| Appointment Letter (Copy of signed letter); Dean's office keeps original |
| ||
| Resume/CV |
| ||
Proof of Highest Degree |
| ||
General Privacy and Confidentiality Agreement |
| ||
TD1-BC Form |
| ||
| TD1 Federal Form |
| ||
| Copy of Permanent Resident Card or Work Permit and Social Insurance Number (if applicable) |
| ||
SFUFA Dues Form |
| ||
| Banking information – void cheque / direct deposit information |
| ||
Performance Management Documents As the temp appointment will go through biennial performance reviews |
| VPA (& all below) |
Visiting Faculty Appointment (Paid)
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 Appointment
Checklist for Visiting Faculty Appointments
| Documents Checklist | Document Retention | Document Type in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
| Recommendation for Appointment Form |
| ||
| Appointment Letter (Copy of signed letter); Dean's office keeps original |
| ||
Copies of any letters (or correspondence) regarding invitation/acceptance or Signed Appointment Letter |
| ||
| recommendation memo from Chair of Appointment Committee |
| ||
| request from faculty member (sponsor) |
| ||
| Resume/CV |
| ||
| Application |
| ||
Proof of Highest Degree |
| ||
General Privacy and Confidentiality Agreement |
| ||
Personal Data Form |
| ||
TD1-BC Form |
| ||
| TD1 Federal Form |
| ||
| Copy of Permanent Resident Card or Work Permit and Social Insurance Number (if applicable) |
| ||
| Banking information – void cheque/direct deposit 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?
Checklist for Post Retirement Appointments
| Documents Checklist | Document Retention | Document Type in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
| Recommendation for Appointment Form |
| ||
| A recommendation memo from the Chair of the Appointment Committee |
| ||
| Appointment Letter (Copy of signed letter); Dean's office keeps original |
| ||
| Rationale for appointment and any relevant background documentation |
| ||
General Privacy and Confidentiality Agreement |
| ||
| |||
SFUFA Dues Form |
| ||
| Banking information – void cheque/direct deposit 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 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
- 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 |
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| General Privacy and Confidentiality Agreement |
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| Personal Data Form |
| ||
TD1-BC Form |
| ||
TD1 Federal Form |
| ||
| Banking information – void cheque/direct deposit 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 in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
| Overload Teaching Contracts Form |
| ||
| Overload Teaching Appointment Letter |
|
Term Teaching-Research Faculty Appointments Case
Checklist for overload teaching appointment for term teaching and research faculty members
Documents Checklist | Document Retention | Document Type in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
| Overload Teaching Contracts Form |
| ||
| Overload Teaching Appointment Letter |
|
University Research Associate
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 in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
| Appointment Letter From Dean (Copy of signed letter); Dean's office keeps original |
| ||
| Recommendation for Appointment Form |
| ||
| Copies of any letters/correspondence from faculty requesting hire (with details of recommendation) |
| ||
| Research Accounting approval (likely email) |
| ||
| Resume/CV and/or application |
| ||
| Proof of Highest Degree |
| ||
| General Privacy and Confidentiality Agreement |
| ||
| Personal Data Form |
| ||
TD1-BC Form |
| ||
TD1 Federal Form |
| ||
| Copy of Work Permit or Permanent Resident Card and Social Insurance Number (if applicable) |
| ||
| Banking information – void cheque/direct deposit 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 Type 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 Memo of the faculty member for the CRC position in a research area (Dean to VPA) | Retained |
| |
| Recommendation Memo of the faculty member for the CRC position in a research area (VPA to University Appointments Committee) | Retained |
| |
| Recommendation Memo of the faculty member for the CRC position in a research area (Chair of University Appointments Committee to President) | Retained |
| |
| Notice of award and acceptance | Retained |
| |
| Notice of successful CRC appointment | Retained |
|
Checklist for Chair Appointment
Documents Checklist | Document Retention | Document Type in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
| CV | Retained |
| |
| Intention to apply related documents | Retained |
| |
| Reference Letters (maybe at FR only?) | Retained? |
| FR only |
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