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

33 - Hiring Academic Executives

OPROPR for hiring faculty deans, university librarian, vice-provosts and deputy provosts is the Office of the Provost and Vice-Principal (Academic); OPR for hiring associate deans, vice-deans and associate university librarians is faculty offices or library.
DescriptionRecords documenting the selection and appointment of faculty deans, university librarian, vice-provosts, deputy provosts, associate deans, vice-deans and associate university librarians.

Records consist of job descriptions, job advertisements, selection criteria, applicants' curricula vitae and résumés, application files, reference letters, interview notes, list of qualified applicants, ranking, reference / background verification files, recommendation letters to the Provost's office, offer letters, letters of appointment and related information.
Retention TriggerSuccessor is hired.
Total Retention 1 year
Final ActionDP/D
Disposition PlanUnsuccessful candidates’ files to be destroyed two years after a candidate is hired . All other records to be destroyed one year after the successful candidate leaves the post and the successor to the successful candidate is hired. 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
  • 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, Dec 4 2023