1999-019
Renewal, Tenure, Promotion and Salary Review Files
All University Departments (General Records Series)
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| All departments holding these records: | CY final decision concluded + 1 year | Nil | CY final decision concluded + 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 made or received and used during the review process for faculty renewal, tenure, promotion or salary merit increases.
Records may include candidates’ letters of request for consideration, statements on teaching, research, service, CVs, and supporting documentation (e.g. book reviews); correspondence, working papers, memoranda, letters of reference, reports about candidate and letters of decision.
Review procedures may involve some or all of the following: the Department or Faculty Tenure Committee, the Department Chair, the Faculty Dean, the Vice-President Academic, the University Tenure Committee, the University Salary Committee, the President, the Ombudsperson. This schedule applies to the case files created in all of these offices.
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:
The FOI/POP Act (RSBC 1996, c. 165, s. 31) requires that personal information used to make a decision that directly affects an individual must be kept for at least one year. The timetable for appeals is set out in policy and generally appeals must be initiated within two weeks of a decision. A record of the review, decisions, and appeals will be retained on the faculty member's personnel file (see below). Beyond the total retention period the case working records have no further administrative value.
The file is considered closed when the final decision is concluded and all appeals are exhausted. Retain for one additional year, then destroy. In the event of an appeal to an external jurisdiction (e.g. Human Rights Commission or lawsuit) within this time period, retain the records with the related legal files. Legal files are generally selected for archival retention.
At the end of the total retention period (CY final decision concluded + 1 year) and before the records are destroyed, the department, faculty, and VP Academic's office should review their files and ensure that the following records are pulled and transferred to the faculty member's personnel file:
- Letters from the faculty member initiating a review. - Letters from the faculty member or other party initiating an appeal. - Copies of all decision letters sent to the faculty member at the various stages in the review and appeal process (e.g. from the Chair, Dean, VPA, President, Ombudsperson).
Committees involved in the review process should ensure that the minutes of their deliberations are kept separate from the case files. Keep a copy of the minutes in the case file if necessary, but maintain the original minutes as a separate series. This schedule only applies to the individual case file. Minutes and other committee records have long-term value beyond the particular case and are scheduled under a separate RRSDA (1999-003, Committee Files).
Do not send these records to the University Records Centre (URC). Records contain sensitive personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.
RRSDA is in force.
Approved by the University Archivist: 9 Nov 2000