1996-004
Personnel Files: Academic Employees (Continuing)
All University Departments (General Records Series)
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| All departments holding these files | CY employment terminated + 1 year | 59 years | CY employment terminated + 60 years | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records made or received and used by university academic departments, Deans’ offices, and the Vice-President Academic to document a 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 ¶¡ÏãÔ°AV academic employees who hold post-retirement appointments. For bargaining purposes, these employees are represented by the ¶¡ÏãÔ°AV Faculty Association (¶¡ÏãÔ°AVFA).
A continuing employee is one whose contract has no fixed end-date.
See also RRSDA 1999-024, Competition Files: Academic Appointments. Some records relating to the hiring of the successful applicant become part of the employee’s personnel file.
This series is a Personal Information Bank; click here for PIB description.
Total retention period (CY of termination + 60 years) ensures that the university has sufficient documentation to verify employee's pension rights and the university's discharge of its pension obligations.
This schedule applies to the academic personnel file for each employee that exists in three different offices: the academic department, faculty Dean’s office, and the Vice-President Academic’s office. The retention period is the same for each.
Termination of employment occurs when a faculty member resigns, retires or is dismissed and/or when all post-retirement contracts have expired and when regular attendance on campus and maintenance of a post-retirement office on campus has ceased.
RRSDA is in force.
Approved by the University Archivist: 4 Mar 1996