SFU Records Retention Schedule and Disposal Authority (RRSDA)
Competition Files: Non-Academic Staff Appointments

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

RRSDA number


Record series

Competition Files: Non-Academic Staff Appointments

Office of Primary Responsibility (OPR)

Human Resources

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Human Resources: CY competition completed + 2 years 4 years CY competition completed + 6 years Destruction
All other departments: CY competition completed + 1 year Nil CY competition completed + 1 year Destruction

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 relating to the administration of competitions for non-academic staff positions.

Records may include job postings, job descriptions, resumes, lists of candidates, interview questions and answers, reference checks, eligibility criteria, scoring and ranking sheets.

Non-academic staff covers employee positions belonging to the CUPE, APSA or Poly-Party bargaining units.

Human Resources is the Office of Primary Responsibility (OPR) for this series: departments notify Human Resources (HR) of position openings; HR advertises positions internally and/or externally; candidates apply to HR; HR forwards a copy of application documentation to department; HR or department may short-list candidates; department interviews and selects candidate; appointment must be approved by Directory of HR. (See SFU Policy AD 9-3, Filling of Positions for procedure.)

Records relating to the successful candidate will be incorporated into the employee’s Personnel File, which is scheduled under RRSDA 1997-036 (Continuing Employees) or 1997-037 (Non-Continuing Employees).

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 rationale

Human Resources retains file for a longer period (6 years) in the event of appeal, grievance and/or arbitration disputes. Departments retain for 1 year in accordance with the Freedom of Information and Protection of Privacy Act which requires that personal information used to make a decision that directly affects an individual be kept for at least one year.

Retention and filing guidelines

Human Resources arranges these files by bargaining unit and within this grouping by competition number.

Records relating to the successful candidate should be incorporated into the employee’s Personnel File: Non-Academic Support Staff.

In the event that an unsuccessful candidate appeals under university grievance or arbitration procedures or to the Human Rights Commission: retain files until a final decision / resolution is concluded plus one additional year, then destroy.


RRSDA is in force.

Approved by the University Archivist: 28 Jan 1999

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