Background
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.
(Policy A12.04 vs. not, Canadian vs overseas, paid vs. unpaid)
Authorities
- Canada Student Loan Act (RSC 1985, c. S-23)
- Income Tax Act (RSC 1985, c. I-3.3)
- SFU Academic Appointments Policies (Series A 10)
RRSDA's
Personnel Files
1994-002 - Personnel Files: Academic Employees (Non-Continuing)
Description, purpose and use of records
- Records made or received and used by university academic departments, Deans' offices, and the Vice-President Academic to document a non-continuing employee's academic employment history, from appointment to retirement or termination.
- Records are organized as individual case files and may include correspondence, memoranda and email; letters of application, job advertisements, CVs, letters of reference, recommendations, appointment forms, letters of appointment and acceptance; correspondence and forms about administrative appointments, leaves (sick leaves, leaves of absence), immigration status, position number, contract and salary changes, release or relief time, payroll, APS screen printouts, and awards.
- Academic employees include faculty members (instructors, lecturers, senior lecturers, assistant professors, associate professors and professors), limited-term faculty, librarians and archivists, laboratory instructors, sessional lecturers, and retired SFU academic employees who hold post-retirement appointments. For bargaining purposes, these employees are represented by the Simon Fraser University Faculty Association (SFUFA).
- A continuing employee is one whose contract has no fixed end-date.
Documents for Review
Documents *Mandatory | Document Retention | Required? | Document Type in eTRACS | Office of Responsibility (for retaining the records/ decision maker in the process) | Access ie. Faculty Department level, Faculty Dean's office level, everyone at Dean's office level outside own faculty | |
|---|---|---|---|---|---|---|
| Total Retention Period | RRSDA | |||||
| Recommendation for Appointment Form * |
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| Appointment Letter * (Copy of signed letter); Dean's office keeps original |
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Copies of any letters (or correspondence) regarding invitation/acceptance or Signed Appointment Letter |
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| Recommendation memo from Chair of Appointment Committee * |
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| Request from faculty member (sponsor) * |
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| Resume/CV * |
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| Application |
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Proof of Highest Degree |
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General Privacy and Confidentiality Agreement |
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Personal Data Form |
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TD1-BC Form |
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| TD1 Federal Form |
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| Copy of most recent Permanent Residence card (if appointee is a Canadian Permanent Resident) or Work Permit/SIN (if applicable) |
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| Banking information – void cheque/direct deposit information | Yes - for paid visiting faculty |
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| Faculty/Department Level Documents | ||||||
Faculty of Education Visiting Faculty Fund - for travel expenses | ||||||
Electronic Folders & File Naming Conventions
The electronic folder can be labelled as the sample below:
Visiting Faculty Appointment
File Naming Convention
(TBD - Under Review by FERM Working Group)
Business Case for Document Retention
(TBD - to discuss with FERM Working Group - note for reviewers, post your business cases in this section as to rationale for retaining documents and a length of time to keep them if known)
Working Group Questions
Questions to be explored when reviewing the document checklists:
- Are there any difference in the required documents between paid and unpaid visiting faculties?
- Are there any documents missing in the list?
- Are any of the documents above mandatory for Visiting Faculties appointments such that we can ensure the personnel file's completeness? How long should CV's be kept?
- Who in the department or Dean's office will be responsible for ensuring the files completeness?
- What are the requirements to keep these? e.g. legal requirement? base on experience? request from Dean or any other people?
- Any other business cases to justify the retention period of the documents e.g. how long it has to be kept?
- Who can see these documents? Can outside faculties see these documents too?
- Will all documents under this section be shared or limited to the appointment form and letter?
- Who should have access to these documents - either during the process or after it is concluded and someone is hired? Would they have different roles during the process?
Reference link of Visiting Faculty Appointments