Practitioner Appointment Files

RRSDA Reference

Normal Retention: CY employment terminated + 60 years

Documents Checklist	Document Retention	Document Name in eTRACS	Office of Responsibility (for viewing)
Recommendation for Appointment Form	Retained
New Continuing Position Form	Retained
Dean's appointment recommendation includes: interview/decision process Rationale for selection, including description of research, teaching, etc. Recommend rank and salary (including breakdown of calculation based on years of experience) Details of support by search committee (include vote if applicable) Demonstrated support vote of department or faculty; include vote count even if unanimous Details of external funding (if applicable) Copy of Expense summary for recruitment (e.g., where the ad was posted [if required]) Chair to Dean recommendation	Retained
Candidate application (CV, application letter, research and teaching statements)	Retained
Proof of Highest degree	Retained
Reference letters - a minimum of 3 letters	Retained
Non-original signatures are acceptable with written confirmation from Chair/Dean/Director to confirm they are satisfied that the letters are authentic	Retained
Copy of most recent Permanent Residence card (if appointee is a Canadian Permanent Resident) or Work Permit/SIN (if applicable)	Retained
Funding agreement (if external funding) - Terms of Reference, etc.	Retained
Banking information – void cheque/direct deposit information	Retained