Employment Application Process (includes Resumes)
UCLASS Primary: HR 230 – Employee Files – Support Staff, Management and Professional Staff
Retention Rule Number: Specific Retention Rule 98.0019
Function/Activity: To document applications for employment for non-academic positions.
Description/Type of Records: Resumes, position descriptions, advertisements, letters of reference, short-list of candidates, interview questions and responses. Note: This rule does not apply to resumes or curriculum vitae considered in an academic personnel search. See Specific Rule 2010.04 Academic Recruitment and Selection Process for the retention policy applies to these records.
Retention Rules
| Office of Primary Responsibility (OPR) | Retention | Disposition |
|---|---|---|
| Human Resources | ||
| Unsolicited Resumes NOT used in a search process: | Up to 6 months following receipt | Confidential shred or delete |
| Resumes used in a search process (solicited AND unsolicited) and other employment application process documents: |
End of search process + 4 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) | Retention | Disposition |
|---|---|---|
| Faculties and Departments and Administrative Units | ||
| Unsolicited resumes NOT used in a search process: | Up to 6 months following receipt | Confidential shred or delete |
| Resumes used in a search process (solicited AND unsolicited) and other employment application process documents: |
End of search process + 4 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 |
Restrictions:
Unless it is clear that the writer wishes the resume to be circulated, care should be taken in providing the resume to other staff even though such disclosure is permitted under Freedom of Information and Protection of Privacy Act, s. 40 (1)(g), (j) or (v).
Citations:
Limitations Act, Chapter L-12, s.3 (1).
Hiring Foreign Workers for Higher-skilled Occupations: Guidelines issued by Employment and Social Development Canada (2014).
Approval Information:
- Jo-Ann Munn Gafuik, University Archivist
- Bonnie Woelk, University Records Committee (Chair)
3 October 2000
Amended: 14 November 2002; 19 January 2007, 19 June 2014, 15 October 2014.