1997-013
Competition Files: Non-Academic Staff Appointments
Human Resources
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Human Resources: | CY competition completed + 2 years | 4 years | CY competition completed + 6 years | Destruction |
| All other departments: | CY competition completed + 1 year | Nil | CY competition completed + 1 year | 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 relating to the administration of competitions for non-academic staff positions.
Records may include job postings, job descriptions, resumes, lists of candidates, interview questions and answers, reference checks, eligibility criteria, scoring and ranking sheets.
Non-academic staff covers employee positions belonging to the CUPE, APSA or Poly-Party bargaining units.
Human Resources is the Office of Primary Responsibility (OPR) for this series: departments notify Human Resources (HR) of position openings; HR advertises positions internally and/or externally; candidates apply to HR; HR forwards a copy of application documentation to department; HR or department may short-list candidates; department interviews and selects candidate; appointment must be approved by Directory of HR. (See ¶¡ÏãÔ°AV Policy AD 9-3, Filling of Positions for procedure.)
Records relating to the successful candidate will be incorporated into the employee’s Personnel File, which is scheduled under RRSDA 1997-036 (Continuing Employees) or 1997-037 (Non-Continuing Employees).
This series is a Personal Information Bank; click here for PIB description.
These records are created, used, retained and managed in accordance with the following authorities:
Human Resources retains file for a longer period (6 years) in the event of appeal, grievance and/or arbitration disputes. Departments retain for 1 year in accordance with the Freedom of Information and Protection of Privacy Act which requires that personal information used to make a decision that directly affects an individual be kept for at least one year.
Human Resources arranges these files by bargaining unit and within this grouping by competition number.
Records relating to the successful candidate should be incorporated into the employee’s Personnel File: Non-Academic Support Staff.
In the event that an unsuccessful candidate appeals under university grievance or arbitration procedures or to the Human Rights Commission: retain files until a final decision / resolution is concluded plus one additional year, then destroy.
RRSDA is in force.
Approved by the University Archivist: 28 Jan 1999