Continuing Appointment normally happens when a faculty member first gains a continuing teaching appointment with SFU. The folder should be labelled with the appointment position. For example:
Assistant Professor Appointment (Can be changed according to the appointment rank)
Mortgage Subsidy (if applicable)
For the progression from Assistant Professor to Associate Professor and tenure promotion to Professor should be captured in the section 'Renewal, Tenure & Promotion (RTP) instead.
For joint appointment, the folder should be labelled with the appointment position with brackets of "Joint Appointment". Will the process of joint appointment be different from single appointment e.g. recommendation letter from both Deans and etc?
Professor (Joint Appointment)
RRSDA Reference
1996-004 Personnel Files: Academic Employees (Continuing)
Normal Retention: CY employment terminated + 60 years
Checklist for Teaching and Research Faculty Appointments
| Documents Checklist | Document Retention | Document Name in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
New Position Request Form | Retained | New Position Request Form | |
| Copy of advertisement(s) and documentation of distribution/length of posting (where search is involved) | Retained | Advertisement for recruitment | |
Non-advertised Positions - Request for Approval Form (if applicable) | Retained | Non Advertised Position Request Form | |
| Memo for recruitment (to summarize all advertisement expenses) | Retained | Recruitment Memo | |
| Invoice of the advertisement | Retained | Advertisement Invoice | |
Candidate application (CV, application letter, research and teaching statements) | Retained | CV | |
Proof of Highest Degree (required for new hire) | Retained | Proof of Degree Transcript | |
| Supporting document of degree completion | Retained | Proof of Degree Supporting Document | |
Reference letters - a minimum of 3 letters | Retained | Reference Letter Referee Information | |
| Written confirmation to confirm the reference letters are authentic | Retained | Reference Letter Authentication | |
Recommendation for Appointment Form | Retained | Recommendation for Appointment Form | |
Dean's Appointment Recommendation including:
| Retained | Recommendation for Appointment Letter | |
Appointment recommendation (Chair/Director/Search Committee Chair to Dean or Dean to VPA) | Retained | Recommendation for Appointment Letter | |
| Offer letter from President to Applicant | Retained | Final Offer | |
| Formal recommendation from TPC on the granting of tenure, with reasons (if applicable) | Retained | Recommendation for granting tenure ? | |
Copy of "Provisional Offer" (if applicable) From Associate Dean or Recruitment Chair to Candidate. In FAS, this is typically sent by the School Director (or Search Committee Chair). | Retained | Provisional Offer | Faculties/Departments |
| Mortgage verification for confirming employment, income, and the mortgage subsidy policy | Retained | Mortgage Subsidy | |
Funding agreement (if external funding) | Retained | Funding Agreement | |
Non-original signature written confirmation (if applicable) | Retained | ||
Copy of most recent Permanent Residence card (if appointee is a Canadian Permanent Resident) or Work Permit/SIN (if applicable) | Retained | Proof of Permanent Residency / Work Permit | |
Application documents received from short-listed candidates (where search is involved) | Retained | Applications of short-listed candidates | |
Documentation (e.g. a spreadsheet) of why each Canadian/PR did not meet the advertised requirements (where search is involved and if applicable) | Retained | Documentation of failed Canadian or PR Candidates | |
| Banking information – void cheque/direct deposit information | Retained | Banking information | Only FR |