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Employee Files - Academic and Senior Administrative Staff

Retention Rule Number: 
Specific Retention Rule 98.0016
Function/Activity: 
To document the employment history of individual academic and senior staff from hiring to resignation/retirement and the administration of benefits, compensation and deductions.
Description/Type of Records: 
Annual reports, appeals, correspondence, award nominations and information on receipt of awards, benefits and pension records, disciplinary records, employment applications, confirmation of employment and salary letters, contracts, correspondence, curriculum vitae, employment authorization letters, fellowship notification letters, grant applications (copies), leave applications, letters of recommendation, overload duties and course load records, reports and correspondence, letters of appointment, recommendations for appointment and change to appointment, merit letters, research account applications, RRSP deduction forms, sabbatical proposals, applications and background materials, sabbatical fellowship research grant applications, secondment correspondence, tax forms, tenure applications, transcripts, trust appointment records. NOTE: This rule DOES NOT APPLY to records in the custody of the Faculty of Medicine.

Retention Rules

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

Human Resources

Retention: 

Termination + 70 years (5 years after termination retain only notices of appointment, cv, termination records, benefits and pension records)

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR)
Retention
Disposition

Office of Secondary Responsibility (OSR): 

Faculties and Departments and Administrative Units

Office of Secondary Responsibility (OSR): 

All except for sessionals, adjuncts and emeriti:

Retention: 

Termination + 10 years (1 year after termination, destroy transitory records)

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Sessionals and adjuncts:

Retention: 

Termination + 5 years (1 year after termination, destroy transitory records)

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Emeriti:

Retention: 

Until death of employee (1 year after termination destroy transitory records. 10 years after termination, retain only award records, sabbatical background records, and annual reports)

Disposition: 

Confidential shred or delete