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HUM-0120 Official File (Faculty Members)


Under the Collective Agreements, the University will maintain an Official File for each Faculty Member from the time of first appointment. Contents of this file are prescribed in the Collective Agreements. Administered separately from HUM-0110 Personnel File which are records necessary for the administration of employment, compensation and benefits. 

Materials included in this file are also administered separately as part of the following records series: 

HUM-0510 Compensation: Salary Increase, HUM-0610 Pension: Individual Beneficiary Entitlements, HUM-0620 Pension: Summary of Individual Beneficiaries, HUM-0710 Benefits: Employee files, HUM-0730 Benefits: Health Care Expense Account (Retired Employees), HUM-0400 Annual Performance Review, HUM-0920 Employee Relations: Discipline Letters (Faculty Association) 

Administered separately from HUM-0110 Personnel File which is comprised of working copies of materials as permitted by the Collective Agreements.

Retention Trigger

End of employment with the University


Trigger + 7 years

Responsible Unit(s)

Human Resources



Records System



Employment Standards Act S.O. 2000, c.41, s.15
University of Ontario Institute of Technology Faculty Association Collective Agreement Art. 18
University of Ontario Institute of Technology Faculty Association for Teaching Faculty Collective Agreement Art. 18

Record Authority

VP Human Resources and Services


Secure destruction

Records Arising from Activity

Initial letter of appointment; Evidence of degrees obtained; A curriculum vitae to be provided by the Faculty Member; Course evaluations; Performance evaluations; A Teaching Dossier; The Faculty Member’s annual reports;Copies of certificates or records of professional development or achievement;Copy of the Third Year Review report; Copy of the tenure review recommendation(s) and decision(s); Material relating to any approved leave of absence; Reports and recommendations from applications for promotion;Material relating to salary changes; Research leave application(s) and report(s); Faculty Member’s comments about documents in the file attached to the relevant document(s); Letters of discipline; Signed letter(s) of commendation or complaint;

Retention Rationale

Retention of this record is governed by the collective agreements. Collective agreements specify this record must be retained as paper.

Personal Information


Vital Record