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)
(To be confirmed from FERM WG) 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
Tenure Track Faculty Appointments
| Documents Checklist | Document Retention | Document Type in eTRACS | Office of Responsibility (for viewing) |
|---|---|---|---|
| Package to Faculty Relations | |||
Recommendation for Appointment Form | Retained |
| |
Dean's Appointment Recommendation including:
| Retained |
| |
Appointment recommendation (Chair/Director/Search Committee Chair to Dean or Dean to VPA) | Retained |
| |
| Formal recommendation from TPC on the granting of tenure, with reasons (if applicable) | Retained |
| |
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 |
| Faculties/Departments |
Non-advertised Positions - Request for Approval Form (if applicable) | Retained |
| |
Funding agreement (if external funding) | Retained | Funding Agreement | |
Candidate application (CV, application letter, research and teaching statements) | Retained |
/ Research and Teaching Statements | |
Reference letters - a minimum of 3 letters | Retained |
Referee Information | |
Non-original signature written confirmation (if applicable) | Retained | Written Confirmation for non-original signature | |
Proof of Highest Degree (required for new hire) | Retained |
| |
Copy of most recent Permanent Residence card (if appointee is a Canadian Permanent Resident) or Work Permit/SIN (if applicable) | Retained |
| |
| For Appointments Where Search Involved: | |||
| Copy of advertisement(s) and documentation of distribution/length of posting (where search is involved) | Retained |
| |
Application documents received from short-listed candidates (where search is involved) | Retained |
| |
Documentation (e.g. a spreadsheet) of why each Canadian/PR did not meet the advertised requirements (where search is involved and if applicable) | Retained |
| |
| Others | |||
New Position Request Form | Retained |
| |
| Memo for recruitment (to summarize all advertisement expenses) | Retained |
| |
| Invoice of the advertisement | Retained |
| |
| Supporting document of degree completion | Retained |
| |
| Written confirmation to confirm the reference letters are authentic | Retained |
| |
| Offer letter from President to Applicant | Retained |
| |
| Mortgage verification for confirming employment, income, and the mortgage subsidy policy | Retained |
| |
| Banking information – void cheque/direct deposit information | Retained |
| Only FR |
| New Personal form | Retained |
| |
| SFUFA Membership Form | Retained |
| |
Access Control Questions
- Who should have access to employee files if the employee is under joint appointment (i.e., History and Hellenic Study)? What if the appointment is a cross faculty appointment