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- Glossary
Competition Files: Academic Appointments
Description, purpose and use of records
The series consists of records relating to competitions for academic staff positions. Records may include, but are not limited to job postings, job descriptions, lists of candidates, letters of application, resumes and CVs, statements of teaching philosophy and research interests, reference letters, teaching evaluations and material, correspondence, evaluative memoranda, interview questions and answers, reference checks, eligibility criteria, scoring and ranking sheets.
Appointment procedures vary depending on the position, and may be concluded by the President, the Vice-President Academic, or a Dean. This schedule applies to all departments involved in the appointment procedure. Records relating to the successful candidate will be incorporated into the employee’s Academic Personnel File.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| Competition files where a Canadian/PR is selected | Competition completed + 1 year | 2 years | Competition completed + 3 years | Destroy |
| Competition files where a non-Canadian/PR is selected | Date of appointment + 1 year | 5 years | Date of appointment + 6 years | Destroy |
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
Retention rationale
As per the Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165, s. 31), personal information used to make a decision that directly affects an individual must be kept for at least one year. In addition, individuals have one year from the competition end date to file a grievance with the BC Human Rights Commission, at which point it may take up to two years for the Human Rights Commission to contact SFU and initiate an investigation. Finally, Employment and Social Development Canada requires that public bodies keep copies of all documentation relating to the recruitment and hiring process for a period of 6 years following the start date of a foreign worker (i.e., a person hired who is a non-Canadian/Permanent Resident). Therefore, the total retention period of year competition closed + 3, followed by destruction, for competition files where a Canadian/PR is hired, and year appointment begins + 6 years, followed by destruction, for competition files where a non-Canadian/PR is hired is sufficient to meet SFU's administrative and operational needs.
Retention and filing guidelines
Portfolio of candidate’s work submitted in application (e.g. books, papers, videos, slides, drawings) may be returned to the candidate after 3 months; departments should keep a record on file of material returned. Departments should specify in position advertisements their policy on the return of portfolio material.
Where an unsuccessful candidate has appealed under SFU Policy A10.01 or to the Human Rights Commission, the file must be retained for one year following the date of the final decision.
related RRSDAs
Status
RRSDA is in force
Approval Date
6 Apr 1999
Last Revised Date
15 Mar 2024