SFU Records Retention Schedule and Disposal Authority (RRSDA)
Personnel Files: Academic Employees (Non-Continuing)

Description | PIB | Authorities | Retentional rational | Rentention and filing guidelines | Status

RRSDA number


Record series

Personnel Files: Academic Employees (Non-Continuing)

Office of Primary Responsibility (OPR)

All University Departments (General Records Series)

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
All departments holding these files: Under review Under review Under review Under review

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

Description, purpose and use of records

Records made or received and used by university academic departments, Deans' offices, and the Vice-President Academic to document a non-continuing employee's academic employment history, from appointment to retirement or termination.

Records are organized as individual case files and may include correspondence, memoranda and email; letters of application, job advertisements, CVs, letters of reference, recommendations, appointment forms, letters of appointment and acceptance; correspondence and forms about administrative appointments, leaves (sick leaves, leaves of absence), immigration status, position number, contract and salary changes, release or relief time, payroll, APS screen printouts, and awards.

Academic employees include faculty members (instructors, lecturers, senior lecturers, assistant professors, associate professors and professors), limited-term faculty, librarians and archivists, laboratory instructors, sessional lecturers, and retired SFU academic employees who hold post-retirement appointments. For bargaining purposes, these employees are represented by the Simon Fraser University Faculty Association (SFUFA).

A continuing employee is one whose contract has no fixed end-date.

See also:

Some records relating to the hiring of the successful applicant become part of the employee's personnel file.

Personal Information Bank (PIB)

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:

Retention and filing guidelines

This schedule applies to the academic personnel file for each employee that exists in three different offices: the academic department, faculty Dean's office, and the Vice-President Academic's office. The retention period is the same for each.


Approved by the University Archivist: 22 Feb 1995

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