Oct 2, 2020 10:15 am
ActivityAD4110 Hiring
Records Series

34 - Hiring Staff

OPRDepartment/Unit and Human Resources
DescriptionRecords documenting the selection and appointment of staff holding continuing, term or RG&C (research, grant and contract) appointments of at least 14 hours per week for a period of at least four months. Records consist of job descriptions, job advertisements, selection criteria, applicants' résumés, application files, reference letters, interview notes, list of qualified applicants, ranking, reference / background verification files, criminal record check, vulnerable sector check, recommendation letters, offer letters, letters of appointment, certification of test/examination results and related information.
Retention TriggerHiring process concluded or search failed and any legal issues arising from employment at the University are closed by legal counsel.
Total Retention 2 years
Final ActionDP/D
Disposition PlanHiring committee lead or departmental HR office transfers all competition files to Central HR once the hiring process is concluded. Ensure appropriate documentation for successful candidates is included in Employee File before destroying. All records to be destroyed at the end of the retention period by Central HR.
Retention Rationale

Human Rights Code, R.S.O. 1990, c. H.19 34 (1)

If a person believes that any of his or her rights under Part I have been infringed, the person may apply to the Tribunal for an order under section 45.2, (a) within one year after the incident to which the application relates; or (b) if there was a series of incidents, within one year after the last incident in the series. 2006, c. 30, s. 5.

Vital Records

This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.


  • AR = Transfer to Archives
  • AY = End of Academic Year
  • CO = Continuous OVerwrite
  • CY = End of Calendar Year
  • D = Destroy / Delete
  • DP = Special Disposition Plan
  • FY = End of Fiscal Year
  • OPR = Office of Primary Responsibility
  • PIB = Personal Information Bank

Printed on Thursday, Jun 20 2024