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Sessional Instructor appointment is handled in faculties only, FR will not keep these documents.  The folder can be labelled as the sample below:


Sessional Instructor Appointment

Note: SI appointments are handled in faculty and FR will not see these files

RRSDA Reference

1996-002 Personnel Files: Academic Employees (Non-Continuing)


Checklist for Sessional Instructor Appointments

https://www.sfu.ca/fhs/about/employment-opportunities/sessional-instructors/sessional-appointment-information.html

Questions to be explored during reviewing the document checklists:

  • Are there any documents missing in the list? 
  • Any of the documents below are  mandatory for SI appointments such that we can ensure the personal file's completeness?
  • What are the requirements to keep these? e.g. legal requirement? base on experience? request from Dean or any other people?
  • Any user story to justify the retention period of the documents e.g. how long it has to be kept? Example as below:

User Story

As a Faculty Personnel Files handler in the faculty, I want to keep the Session Instructor Appointments related documents for two years after the contract completed, so that I can take a reference to the old appointment letters for re-use purposes.
  • Who can see these documents? If the SI is in FoE, can FASS can see these documents too? Will all documents under this section be shared or limited to the appointment form and letter?
  • Will these documents be shared to FR?
  • Will faculty to be one to upload these documents?


Documents ChecklistDocument RetentionDocument Type in eTRACSOffice of Responsibility (for retaining the records/ decision maker in the process)Access
RetentionTotal Retention PeriodRRSDAAuthorities

Appointment form (SI)

Retainede.g. two years after the contract completed because I can take it as reference for similar appointment in the futuree.g. 

1994-002

  • University Act (RSBC 1996, c. 468)
  • Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
  • BC Human Rights Code (RSBC 1996, c. 210)
  • SFU Policy A 10.01, Academic Appointments
  • Application Form for Sessional Instructor
e.g. Dean's office

Dean's office in the Faculty,

everyone in Dean's office outside own faculty

Appointment Letter





  • Final Offer


Curriculum Vitae





  • CV


TSSU Privacy Form





  • TSSU Privacy Form


TSSU Assignment of Wages Form





  • TSSU Assignment of Wages form


General Privacy and Confidentiality Agreement



  • General Privacy and Confidentiality Agreement


Personal Data Form



  • Personal Data Form


TD1-BC Form





  • TD1 BC Form


TD1 Federal Form





  • TD1 Federal Form


Banking information – void cheque/direct deposit information



  • Banking Information


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










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