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This sub section should be created if there is any amendment in the appointment, the folder can be labelled as the sample below:

 Appointment Amendments


RRSDA Reference

1996-004 Personnel Files: Academic Employees (Continuing)

Normal Retention: CY employment terminated + 60 years

Checklist for Appointment Amendments

Documents ChecklistDocument RetentionDocument Name in eTRACSOffice of Responsibility (for viewing)

Amendment to start date (Director to dean)

  • Informing dean that the faculty member wishes to delay their start date
RetainedAmendment of Appointment 

Amendment to start date (President to applicant) 

  • Amending start date in offer letter
RetainedAmendment of Appointment  
Amendment to employment type (full- to part-time or vice versa)Retained Amendment of Appointment 
Amendment to rank (instructor to assistant professor)RetainedAmendment of Appointment
Recommendation for promotionRetainedRecommendation for Promotion Letter
Confirmation of degree completion (e.g. Director to Dean/ Dean to VPA)RetainedConfirmation of degree completion
Official letterRetainedNew Rank Approval Letter
Conversion (VPA to Payroll/Benefits, FR to Payroll/Benefits)RetainedConversion?


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