Background
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.
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).
Total retention period
Under Review
Competition Files
RRSDA 1999-024, Competition Files: Academic Appointments
Description, purpose and use of records
- Records relating to competitions for academic staff positions.
- Records may include, but is not limited to, job postings, job descriptions, lists of candidates, letters of application, resumes and CVs, statements of teaching philosophy and research interests, reference letters, teaching evaluations and material, correspondence, evaluative memoranda, interview questions and answers, reference checks, eligibility criteria, scoring and ranking sheets.
- Academic staff positions include: tenure-track faculty, lecturers, lab instructors, librarians and archivists, limited term appointments, sessional instructors, teaching assistants, adjunct professors, and other academic positions covered under SFU Policy A 10.01.
- Appointment procedures vary depending on the position, and may be concluded by the President, the Vice-President Academic, or a Dean. This schedule applies to all departments involved in the appointment procedure. Records relating to the successful candidate will be incorporated into the employee’s Academic Personnel File.
Total Retention period
CY competition completed + 1 year
Documents for Review
Documents Checklist | 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 | |||||
Personal Data Form |
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| Recommendation for Appointment Form |
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| Appointment Letter (Copy of signed letter); Dean's office keeps original |
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| Resume/CV |
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Proof of Highest Degree |
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General Privacy and Confidentiality Agreement |
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TD1-BC Form |
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| TD1 Federal Form |
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| Copy of Permanent Resident Card or Work Permit and Social Insurance Number (if applicable) |
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SFUFA Dues Form |
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| Banking information – void cheque / direct deposit information |
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Performance Management Documents As the temp appointment will go through biennial performance reviews |
| VPA (& all below) | ||||
Electronic Folders & File Naming Conventions
The electronic folder can be labelled as the sample below:
Term Associate Professor
Business Cases 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?