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

CONFIDENTIALITY AND ACCESS TO PERSONNEL FILES. 14.1 All Members have a right to privacy. This right is supported, in general, by the provisions of the British Columbia Freedom of Information and Protection of Privacy Act (FOIPOP) and the British Columbia Personal Information Protection Act (PIPA), as they apply to the Employer and to the Association respectively. 14.2 The Human Resources Department solely shall keep the official personnel files for each Member, and these files will serve as the official records related to the Member’s employment at the University. 14.3 Upon written request, a Member shall have the right to examine his official personnel files during normal business hours without unreasonable delay. This examination shall be conducted with a member of the Human Resources Department present. A Member has the right to request and retain copies of information contained in his personnel files. 14.4 Only those with administrative access as provided for by FOIPOP shall have access to a Member’s official personnel files. 14.5 A personnel file may include but is not limited to: a) General information such as personal data, letters of appointment, curriculum vitae; b) Documents relating to benefits, leave, pay, professional development, and performance; c) Official documents pertaining to conversion or promotion; d) Confidential letters of recommendation or reference; e) Documents pertaining to grievances. 14.6 Except for statistical data, no anonymous material concerning any Member shall be kept in the official personnel files, nor shall be submitted as evidence in any administrative processes. A Member shall receive a copy of any document submitted to his official personnel files at the time it is placed in the file. 14.7 A Member shall have the right to have his personnel files supplemented or corrected in the event of error, incompleteness, or a dispute relating to the presence or content of a particular document(s).