Common use of CONFIDENTIALITY AND ACCESS TO PERSONNEL FILES Clause in Contracts

CONFIDENTIALITY AND ACCESS TO PERSONNEL FILES. 37.01 The University will keep one personnel file for each employee. The security and confidentiality of personnel files will be the responsibility of the Director of Human Resources, and the files will be maintained under that officer’s direct operational control. Information comprising the personnel file will not be placed in any electronic storage form except for salary and benefits data for general accounting and financial management purposes. 37.02 Employees shall have the right to examine their personnel file during normal business hours. 37.03 Employees shall have the right to have the University prepare, at reasonable intervals and at the employee’s expense, a copy of the personnel file. 37.04 Requests under this Article shall be made on a reasonable basis and will be honoured within the capability of the appropriate Management Officer. 37.05 In the case of letters of censure, reprimand, or criticism being added to an employee’s file, the employee concerned shall be notified and required to read and initial such material. In the event of an alleged distortion of error, the employee shall have the right to request the inclusion of material pertinent to the alleged distortion of error. In the event of an error being established the file shall be corrected and the erroneous material removed. Letters of censure, reprimand, or criticism which are more than two (2) years old shall not be relied upon by the University in taking disciplinary action and shall be removed from the personnel files provided that no further disciplinary action of a similar nature has occurred during the two (2) year period. 37.06 The Payroll Office and the appropriate Management Officer must be notified by the employee of any change of address and/or status. This is required for the personnel file and records.

CONFIDENTIALITY AND ACCESS TO PERSONNEL FILES. ‌ 37.01 The University will keep one personnel file for each employee. The security and confidentiality of personnel files will be the responsibility of the Director of Human Resources, and the files will be maintained under that officer’s direct operational control. Information comprising the personnel file will not be placed in any electronic storage form except for salary and benefits data for general accounting and financial management purposes. 37.02 Employees shall have the right to examine their personnel file during normal business hours, in the presence of a Human Resources representative and by arranging an appointment. 37.03 Employees shall have the right to have the University prepare, at reasonable intervals and at the employee’s expense, a copy of the personnel file. 37.04 Requests under this Article shall be made on a reasonable basis and will be honoured within the capability of the appropriate Management Officer. 37.05 In the case of letters of censure, reprimand, or criticism being added to an employee’s file, the employee concerned shall be notified and required to read and initial such material. In the event of an alleged distortion of error, the employee shall have the right to request the inclusion of material pertinent to the alleged distortion of error. In the event of an error being established the file shall be corrected and the erroneous material removed. Letters of censure, reprimand, or criticism which are more than two (2) years old shall not be relied upon by the University in taking disciplinary action and shall be removed from the personnel files provided that no further disciplinary action of a similar nature has occurred during the two (2) year period. 37.06 The Payroll Office Human Resources and the appropriate Management Officer must be notified by the employee of any change of address and/or status. This is required for the personnel file and records. The Director of Human Resources will notify the Payroll Office of any changes required for payroll related purposes.

CONFIDENTIALITY AND ACCESS TO PERSONNEL FILES. 37.01 The University will keep one personnel file for each employee. The security and confidentiality of personnel files will be the responsibility of the Director of Human Resources, and the files will be maintained under that officer’s direct operational control. Information comprising the personnel file will not be placed in any electronic storage form except for salary and benefits data for general accounting and financial management purposes. 37.02 Employees shall have the right to examine their personnel file during normal business hours, in the presence of a Human Resources representative and by arranging an appointment. 37.03 Employees shall have the right to have the University prepare, at reasonable intervals and at the employee’s expense, a copy of the personnel file. 37.04 Requests under this Article shall be made on a reasonable basis and will be honoured within the capability of the appropriate Management Officer. 37.05 In the case of letters of censure, reprimand, or criticism being added to an employee’s file, the employee concerned shall be notified and required to read and initial such material. In the event of an alleged distortion of error, the employee shall have the right to request the inclusion of material pertinent to the alleged distortion of error. In the event of an error being established the file shall be corrected and the erroneous material removed. Letters of censure, reprimand, or criticism which are more than two (2) years old shall not be relied upon by the University in taking disciplinary action and shall be removed from the personnel files provided that no further disciplinary action of a similar nature has occurred during the two (2) year period. 37.06 The Payroll Office Human Resources and the appropriate Management Officer must be notified by the employee of any change of address and/or status. This is required for the personnel file and records. The Director of Human Resources will notify the Payroll Office of any changes required for payroll related purposes.

CONFIDENTIALITY AND ACCESS TO PERSONNEL FILES. ‌ 37.01 The University will keep one personnel file for each employee. The security and confidentiality of personnel files will be the responsibility of the Director of Human Resources, and the files will be maintained under that officerthe Director’s direct operational control. Information comprising the personnel file will not be placed either (a) the paper originals or, in any the event the original document is received in facsimile or electronic storage form except form, an accurate paper copy; or, (b) if the University implements an electronic record-keeping system for salary and benefits data for general accounting and financial management purposespersonnel files in lieu of maintaining paper personnel files, the electronic personnel file. 37.02 Employees shall have the right to examine their personnel file during normal business hours, in the presence of a Human Resources representative and by arranging an appointment. 37.03 Employees shall have the right to have the University prepare, at reasonable intervals and at the employee’s expense, a copy of the personnel file. 37.04 Requests under this Article shall be made on a reasonable basis and will be honoured within the capability of the appropriate Management Officer. 37.05 In the case of letters of censure, reprimand, or criticism being added to an employee’s file, the employee concerned shall be notified and required to read and initial such material. In the event of an alleged distortion of error, the employee shall have the right to request the inclusion of material pertinent to the alleged distortion of error. In the event of an error being established the file shall be corrected and the erroneous material removed. Letters of censure, reprimand, or criticism which are more than two (2) years old shall not be relied upon by the University in taking disciplinary action and shall be removed from the personnel files provided that no further disciplinary action of a similar nature has occurred during the two (2) year period. 37.06 The Payroll Office Human Resources and the appropriate Management Officer must be notified by the employee of any change of address and/or status. This is required for the personnel file and records. The Director of Human Resources or designate will notify the Payroll Office of any changes required for payroll related purposes.