Oct 2, 2020 10:15 am
ActivityAD4210 Departmental Academic Personnel Files
Records Series

31 - 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.
Total Retention 5 years
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 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

Collective Agreement between Queen's University Faculty Association and Queen's University at Kington 34.5.1

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 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.



GLOSSARY

  • 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


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