Skip to main content#
Glendon Campus Alumni Research Giving to York Media Careers International York U Lions Accessibility
Future Students Current Students Faculty and Staff

common records schedule

Human Resources

Records relating to the management of academic and non-academic University employees.


Appointment or Search Committees - Full-time Academic Employees

Consists of records relating to the selection process for Full-Time and Contractually Limited Appointment (CLA) academic employees (YUFA, YUFA-E, OHFA, OHFA-E). Search records may include approval to recruit, advertisements, affirmative action plans, application letters, c.v.'s, publications, reference letters, self-identification forms, correspondence. Recommendation of appointment records may include recommendation of dean/principal/librarian, letter of offer, report of affirmative action representative, report of the search committee, complete file of recommended candidate, abbreviated files of shortlisted candidates, report of Joint Affirmative Action Committee, and other documents on the checklist for tenure/continuing appointments.

Office of Primary Responsibility

Vice-President Academic for recommendation of appointment

Unit responsible for the appointment for search records



For unsuccessful candidates, 1 year after appointment made or search terminated



Other Copies


Until appointment made or search terminated



See Also

HRS03 - Committees

Retention Rationale

Retention based on current operational practice.

Filing Guidelines

Transfer application documentation, offer and acceptance letters for successful candidate to employee file.

Approved by University Secretary and General Counsel on 2008-12-03
Updated on 2016-01-13