Queen's University Archives

Queen's University
Search Type

Queen's University

ARCHIVES

site header
ActivityAD4210 Departmental Academic Personnel Files
Records Series31 - Adjunct Faculty Personnel File
OPRFaculty or Department
DescriptionThere may be more than one OPR for records of adjuncts employed on an interdisciplinary basis.

Records documenting the employment status and employment history of an adjunct faculty member. Includes, but are not limited to, materials such as the Member’s curriculum vitae, Annual Report to the Dean, university transcripts, letters of application, references, salary and work history, student evaluations, disciplinary letters, assessments, commendatory letters, decisions and recommendations together with reasons arising from personnel decisions, correspondence, curriculum vitae updates, and copies of materials reflecting professional development and achievement. [Also includes files created for reappointment and promotion assessment purposes which are deemed to be an annex to the Official File.]
Retention TriggerRights to reappointment ended and/or adjunct faculty member leaves the employment of the University.
Active (years)1
Semi-Active (years)4
Final ActionDP/AR
Disposition PlanTransfer to the archives the appointment letter, the promotion letter, last annual report and final curriculum vitae; all other material to be destroyed five years after the end of the calendar year that the individual leaves the University.

Where adjuncts have been employed in more than one unit and more than one personnel file exists, disposition will be carried out on a collaborative basis.

Records that are implicated in ongoing legal or disciplinary activity should be reclassified to EX4600.

[Records used for promotion applications from Adjunct Faculty that are specified in the QUFA Collective Agreement at Articles 30.9.1(b) and (c) are to be kept for one year after final promotion decision is made and all appeals are concluded, then to be destroyed.]
Retention Rationale

Members' Official Files shall be archived in accordance with the University's records management schedules following a period of continuous non-appointment at the University.

PIBPIB
Vital Records

This schedule applies to official records. 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.

University Records exist in both physical and electronic formats, such as paper, email or data in a database. Paper records may or may not contain information that is duplicated in an electronic system. For technical reasons the retention assigned to the electronic records may be different from the retention of physical records. If there are differences, see instructions in this schedule for details.



GLOSSARY

  • AR = Transfer to Archives
  • AY = End of Academic Year
  • 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 Monday, Feb 18 2019