Academic Recruitment and Selection process

UCLASS Primary: HR225 – Employment processes – Academic and Senior Administrative Staff

Retention Rule Number: Specific Retention Rule Rule 2010.04

Function/Activity: To document the recruitment and selection process for academic appointments, including Sessionals, Chairs and Professorships.

Description/Type of Records: Copies of advertisements, lists of publication venues, outlines of recruitment methods employed, search committee membership lists, curriculum vitae, letters of reference, candidate lists, employment history summaries, selection criteria, notices of meetings and presentations, policies for viewing files, itinerary schedules, ranked short lists, final ranking documents, feedback forms, lists of host duties, appointment recommendations, appointment annoucements, copies of travel claims and related invoices.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Chair, Academic Selection Committee
Human Resources
End of search process + 4 years.


When anyone other than a Canadian or a permanent resident of Canada is hired, advertisements for the position and information supporting where, when and for how long the position was advertised, and records relating to unsuccessful applications must be kept for 6 years after the employee is hired

Confidential shred or delete
Office of Secondary Responsibility (OSR) Retention Disposition
Members, Academic Selection Committee Duration of search process Return ALL documentation to Chair for confidential shredding.

Access to this series shall be limited to those with the authority for the following purposes:
File and/or case management
Legal Review
Letters of reference solicited during the recruitment and selection process shall be confidential to selection committee members as per sections 4.3.7 (g) and 4.8.8 of the Procedures Pertaining to Appointment, Promotions and Tenure of Academic Staff — APT Manual (October 2009).

For Offices of Primary Responsibility (OPR):
Limitations Act, Chapter L-12, s.3(1).
Hiring Foreign Workers for Higher-skilled Occupations: Guidelines issued by Employment and Social Development Canada (2014).
Procedures Pertaining to Appointment, Promotion and Tenure of Academic Staff (October 2009) 4.3.7(j).

Records Management Instructions:
For Office of Primary Responsibility (OPR):
Records pertaining to the successful candidate will be included in the HR file and retained as indicated in Specific Retention rule 98.0016 Employee Files – Academic and Senior Administrative Staff.

Approval Information:

  • Marcia Buchholz, Associate Vice-President (Human Resources), May 28, 2013
  • Jo-Ann Munn Gafuik, Senior Specialist, Legal Serivces, Policy and FOIP, May 16, 2013
  • Bonnie Woelk, University Records Committee (Chair), May 15, 2013

Amended April 1, 2014
Amended 15 October 2014