HR10 – Appointments (Regular Faculty)

Records of competitions to fill regular faculty positions in the University.

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

Content & Scope

This records class includes regular faculty appointments as defined in Policy 76 – Faculty Appointments.

The records include candidates' application materials, hiring and appointment committee records, University Appointments Review Committee (UARC) records, applications for a labour market opinion for hiring foreign academics, and related correspondence.

Related Records

  • For the records of faculty appointments other than regular, see HR08 – Appointments (Non-Regular).
  • For the employment files of regular faculty members, see HR22 – Employment Files (Regular Faculty) and HR52 – Employment Files (Financial).

Responsible Unit

  • Academic departments and schools.
  • Faculties.
  • UARC.
  • Vice-President, Academic & Provost.

Information Steward

Associate Provost, Human Resources.

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.
  • Aggregated data on faculty appointments collected by UARC are retained indefinitely.


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.

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

Appointment/hiring committee members.

Retention of Copies

Until the appointment process has been completed.

Disposition of Copies

Secure Destruction.

Approval Date

26 October 2011