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

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

RRSDA number


Record series

Competition Files: Academic Appointments

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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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

Records may include, but is not limited to, job postings, job descriptions, lists of candidates, letters of application, resumes and CVs, statements of teaching philosophy and research interests, reference letters, teaching evaluations and material, correspondence, evaluative memoranda, interview questions and answers, reference checks, eligibility criteria, scoring and ranking sheets.

Academic staff positions include: tenure-track faculty, lecturers, lab instructors, librarians and archivists, limited term appointments, sessional instructors, teaching assistants, adjunct professors, and other academic positions covered under SFU Policy A 10.01.

Appointment procedures vary depending on the position, and may be concluded by the President, the Vice-President Academic, or a Dean. This schedule applies to all departments involved in the appointment procedure. Records relating to the successful candidate will be incorporated into the employee’s Academic Personnel File.

See also:

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

The FOI/POP Act (RSBC 1996, c. 165, s. 31) requires that personal information used to make a decision that directly affects an individual must be kept for at least one year.

Retention and filing guidelines

Portfolio of candidate’s work submitted in application (e.g. books, papers, videos, slides, drawings) may be returned to the candidate after 3 months; departments should keep a record on file of material returned. Departments should specify in position advertisements their policy on the return of portfolio material.

Where an unsuccessful candidate has appealed under SFU Policy A10.01 or to the Human Rights Commission, the file must be retained for one year following the date of the final decision.


Records creators should note that this RRSDA applies equally to paper and electronic records and that they are responsible for deleting any records maintained in electronic form at the expiration of the total retention period (e.g. PDF versions, spreadsheets, database records, e-mail correspondence, etc.). Maintaining electronic copies of records with personal information after the recommended retention period places an undue burden on the University to continue to protect against unauthorized acces, use and disclosure of that personal information in accordance with the FOI/ POP Act and the records series status as a PIB.

Do not send paper records to the University Records Centre (URC). Files should be destroyed directly upon the expiry of the active retention period. Files contain personal information and paper files must be destroyed by confidential shredding; contact Facilities Management to make arrangements.


RRSDA is in force.

Approved by the University Archivist: 6 Apr 1999

Last revised: 25 February. 2015

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