HR10 – Recruitment & Appointments [DRAFT]

Records of competitions to fill positions for staff, faculty, and academic administrative officers.

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

Content & Scope

The definition of regular and other faculty and staff appointments are found in Policy 76 – Faculty Appointments, Policy 18 – Staff Employment, Policy 54 – Definition of Staff, and in the union agreement between the University and C.U.P.E Local 793. Other temporary appointments include: 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. Academic administrative appointments are governed by the University’s Class A policies and include the President, the Vice-President, Academic & Provost, the Vice-President of University Research, Deans of Faculties, and Chairs and Directors of academic units.

The records include: recruitment authorization records; copies of all advertisements and documentation of where, when and for how long the position was advertised; candidates' application materials; hiring and appointment committee records; University Appointments Review Committee (UARC) records; related correspondence; and, when the successful candidate is a foreign national, records relating to the Government of Canada’s permission to hire a foreign national for the position.

Related Records

For employment records, see HR20 – Employment.

Responsible Unit

  • Human Resources, for recruitment authorization records and records maintained in the enterprise talent acquisition system (currently iCIMS).
  • Secretariat, for nominating committee records for positions of President, Vice-President, Academic & Provost, Vice-President, Research & International, and Deans.
  • UARC, for records of the review of regular faculty appointments of duration two years or more.
  • Faculties, for records of the appointment of chairs and directors of academic units.
  • Hiring unit, for all other records.

Information Steward

Associate Provost, Human Resources

Information Confidentiality Classification



  • Recruitment authorization records: 7 years.
  • Academic administrative officer appointments: retain nominating committee records regarding the search for the incumbent and previous incumbent.
  • The successful candidate’s application file and appointment letter become part of that individual's employment records.
  • All other records (including UARC records): 1 year after the appointment process is completed.
  • If the successful candidate is a foreign national (i.e., neither a Canadian citizen nor a permanent resident) retain records in this class for 6 years after the individual’s work start-date. Please contact the University Records Manager if you require further assistance with these cases.


  • Applications of candidates who are not short-listed may be securely destroyed after a shorter period of time (less than 1 year) if prior notice has been given to the candidates.
  • Anonymized data derived from these records may be retained by the University until superseded or obsolete.


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.


  • Class A policies.
  • Policy 76 – Faculty Appointments, Policy 18 – Staff Employment, Policy 54 – Definition of Staff, the union agreement between the University and C.U.P.E Local 793.
  • Freedom of Information and Protection of Privacy Act, R.R.O. 1990, Reg. 460.
  • Human Rights Code, R.S.O. 1990, c. H.19.
  • Immigration and Refugee Protection Regulations (SOR/2002-227), ss 209.3-209.4: conditions imposed on an employer who has made an offer of temporary employment to a foreign national.

Retention Rationale

Retention is based on operational use, 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). In cases where the successful candidate is a foreign national, the retention period is based on SOR/2002-227, ss 209.3-209.4, and guidance from Employment and Social Development Canada (ESDC).

Other Units with Copies

  • Appointment/hiring committee members.
  • Vice-President, Academic & Provost.
  • Legal & Immigration & Services (when the successful candidate is a foreign national).

Retention of Copies

  • Appointment/hiring committee members, and Vice-President, Academic & Provost: until the appointment process has been completed or terminated.
  • Legal & Immigration & Services: 6 years after the work start-date of the successful candidate.

Disposition of Copies

Secure Destruction.

Under Review Date

10 February 2020 

Previous Version

26 October 2011

(This records retention schedule replaces the retention schedules HR07 – Appointments (Academic Administrative Officers), HR08 – Appointments (non-regular), HR10 – Appointments (Regular Faculty), HR12 – Appointments (Regular Staff), and HR15 – Recruitment Authorization)