HR08 – Appointments (Non-Regular)

Records of competitions to fill positions in the University which are not regular faculty or regular, including regular union, staff positions.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | DispositionAuthority | Retention Rationale | Other Units with Copies | Version Information

Content & Scope

Non-regular appointments include research, visiting, adjunct, and special faculty appointments; research and teaching assistants; postdoctoral fellows; research associates; visiting researchers, scholars, and scientists; temporary and casual staff; and co-op and work study student positions.

The records include advertisements, candidates' application materials, interview questions and notes, rankings, references, and related correspondence.

Related Records

For the employment files of non-regular faculty and staff, see HR20 – Employment files (Other Faculty), HR28 – Employment Files (Temporary/Casual Staff); HR26 – Employment Files (Research/Teaching Assistants, Postdoctoral Fellows); and HR52 – Employment Files (Financial).

Responsible Unit

Hiring units.

Information Steward

Vice-President, Administration & Finance.

Information Confidentiality Classification



1 year after the appointment process has been completed, except that the application file and the appointment letter of the successful candidate become part of that person's employment file.

The application files of candidates who were not short listed may be securely destroyed after a shorter period if prior notice has been given to the candidates.


Secure Destruction.


Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.


  • Policy 76 – Faculty Appointments.
  • Policy 54 – Definition of Staff.
  • Union Agreement between the University of Waterloo and the Canadian Union of Public Employees C.L.C. Local 793.

Retention Rationale

Retention is based on regulations to the Freedom of Information and Protection of Privacy Act requiring that personal information be retained for a minimum of one year after its use, unless the individual to whom the information relates consents to its earlier disposal (RRO 1990 Reg 460, s 5(1)), and the limitation period under the Human Rights Code (s. 34).

Other Units with Copies

Hiring committee members.

Retention of Copies

Until the appointment process has been completed.

Disposition of Copies

Secure Destruction.

Approval Date

26 October 2011