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Academic Recruitment and Selection process

Retention Rule Number: 
Specific Retention Rule 2010.04
To document the recruitment and selection process for academic appointments, including Sessionals, Chairs and Professorships.
Description/Type of Records: 
Copies of advertisements, lists of publication venues, outlines of recruitment methods employed, search committee membership lists, curriculum vitae, letters of reference, candidate lists, employment history summaries, selection criteria, notices of meetings and presentations, policies for viewing files, itinerary schedules, ranked short lists, final ranking documents, feedback forms, lists of host duties, appointment recommendations, appointment annoucements, copies of travel claims and related invoices.

Retention Rules

Office of Primary Responsibility (OPR)
Office of Primary Responsibility (OPR): 

Chair, Academic Selection Committee
Human Resources


End of search process + 2 years

When anyone other than a Canadian or a permanent resident of Canada is hired, advertisements for the position and information supporting where, when and for how long the position was advertised, and records relating to unsuccessful applications must be kept for 6 years after the employee is hired


Confidential shred or delete

Office of Secondary Responsibility (OSR)

Office of Secondary Responsibility (OSR): 

Members, Academic Selection Committee


Duration of search process


Return ALL documentation to Chair for confidential shredding.