Human Resources HR56 - Appointments

Accessed:	2026-07-17
Purpose of series:	Records documenting the initial and reappointments, as outlined in the University Policy Regarding Academic Appointments. Including the administration related to appointments for part-time fulltime and infinite, Professor Emeritus, and specific adjunct appointments.
Scope and contents:	Includes (but not limited to): Job description, CVs or resumes, list of qualified applicants, recommendations, offer letters, letter of acceptance, confirmation of appointment, contract, and related correspondence.
Cross reference:	For Academic Appointment Reports, see: Board of Governors and Committees (GV10); Board of Governors and Committees related records, see: Board of Governors and Committees (GV10); For Faculty personal records, see: Personnel Files - Faculty (HR50). Promotions and Tenure, see: Tenure and Promotion Recommendations (HR80)
Exceptions:	For administration regrading Faculty of Graduate Studies memberships, see: Faculty of Graduate Studies Memberships (HR55)

Primary offices:	Vice-President Academic or other such unit as defined in the University Policy Regarding Academic Appointments
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Transfer to University Archives
Primary office retention period:	2 years
Primary office retention instructions:	S/O (Superseded/ Obsolete) = Academic year (AY) appointment or reappointment completed, appointment terminated, or individual is no longer employed by the university. Once appointment or reappointment completed, appointment terminated, or individual is no longer employed by the university, records retained for two (2) additional AYs, then transferred to the University Archives for selective retention. Unsuccessful candidates: records are to be retained 6 months after decision, then securely destroyed.

Secondary offices:	Faculties
Secondary office retention trigger:	Superseded / Obsolete
Secondary office disposition:	Secure Destruction
Secondary office retention period:	1 year
Secondary office retention instructions:	S/O (Superseded / Obsolete) = Academic year (AY) appointment completed or terminated, or the individual is no longer employed by the university. Once appointment completed or terminated, or the individual is no longer employed by the university, records retained for one (1) additional AY, then securely destroyed. Unsuccessful candidates: records are to be retained 6 months after decision, then securely destroyed.

Retention rationale:

Expected Operational Use and Academic Appointment Policy

Vital records	Electronic systems	Personal information	Official media
Yes	NAS, SharePoint	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2024-05-17	2026-03-02 14:59:24	gy301734	Confidential

Notes: