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

30 - Hiring Faculty

OPRAcademic Units and Office of the Provost and Vice-Principal (Academic)
DescriptionRecords documenting the selection and appointment of faculty members, including tenure or tenure-track faculty members, adjunct faculty members, librarians and archivists. Records consist of job descriptions, job advertisements, selection criteria, applicants' curricula vitae, application files, reference letters, hospital departmental impact (clinical faculty only), seminar/presentation recordings (School of Business, Faculty of Law), interview notes, list of qualified applicants, ranking, feedback from faculty, staff and students, reference / background verification files, recommendation letters to the Provost's Office, offer letters, letters of appointment 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 PlanAll records to be destroyed at the end of the retention period. Ensure appropriate documentation for successful candidates is included in Employee File before destroying.
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 Wednesday, May 22 2024