Common use of Correspondence and Information Clause in Contracts

Correspondence and Information. 13.1 All regular correspondence between the Parties arising out of or incidental to this Agreement, except where otherwise expressly provided, shall pass between the President of the Union, the Union Local Unit Chair and the AVP FASR. Such correspondence may either be delivered directly, be forwarded through the University’s internal postal service, and/or be sent via email. For purposes of administering this Collective Agreement, wherever representatives of either Party are referred to, it is understood that a designated representative may be recognized and dealt with in their stead. 13.2 It is the obligation of the Employee to maintain a current and correct mailing address with the Employer and to advise the Employer of any change to their mailing address. 13.3 The Employer shall provide the Union with the following information in a mutually agreed- upon electronic format: a. Within thirty (30) days of the new year an alphabetical list of all Employees, including: name, date of hire and ending date, faculty of work, position title, salary, mailing address and telephone number, and their University email address; b. Within five (5) days of the beginning of each month, a list of the names of all Employees who were terminated during the previous month, the dates of such terminations and the categories of terminations, such as, but not limited to, dismissal, expiration of contract, death, resignation, or retirement; and c. Within five (5) days of the beginning of each month, a list of the names of all Employees who were appointed during the previous month and their date of hire and ending date, faculty of work, position title, mailing address and telephone number, and their University email address. 13.4 The confidentiality of data about individuals shall be respected by the Union, which shall use the information only to contact members of the Bargaining Unit. 13.5 The Employer shall provide to the Union the following information within one month of the information becoming available to the body or agent that normally receives the information, unless a different time is specified below. This requirement may be satisfied by publication of the following information on a University website to which the Union has access: a. when they have been approved by the Board, the University’s annual audited financial statement and semesterly reports of the University, including all appendices, supplements and ancillary documents; b. a copy of the approved University budget; c. when they are distributed to Board members, notice, agenda, and accompanying exhibits for public sessions of the meeting of the Board of Governors, and after approval by the Board, minutes of the previous meeting; d. at the time of distribution, notice of meeting, agenda, and a copy of the public minutes of the Senate; e. at the time of election or appointment, the names and University addresses, if any, of all persons appointed or elected to positions on the Board of Governors and the Senate, together with the names of all persons appointed or elected to the Board of Governors or Senate committees, with any terms of reference for those committees; and f. such other information as may be set out elsewhere in this Agreement. 13.6 The Union agrees to provide the Employer with the following information: a. a list of all persons authorized to represent the Union to the Employer, updated within one week of any change; b. a list of the officers and other members of the Executive Committee of the Union, within one month of such membership being established;

Correspondence and Information. ‌ 13.1 All regular correspondence between the Parties arising out of or incidental to this Agreement, except where otherwise expressly provided, shall pass between the President of the Union, the Union Local Unit Chair and the AVP FASR. Such correspondence may either be delivered directly, be forwarded through the University’s internal postal service, and/or be sent via email. For purposes of administering this Collective Agreement, wherever representatives of either Party are referred to, it is understood that a designated representative may be recognized and dealt with in their stead. 13.2 It is the obligation of the Employee to maintain a current and correct mailing address with the Employer and to advise the Employer of any change to their mailing address. 13.3 The Employer shall provide the Union with the following information in a mutually agreed- agreed-upon electronic format: a. Within thirty (30) days of the new year an alphabetical list of all Employees, including: name, date of hire and ending date, faculty of work, position title, salary, mailing address and telephone number, and their University email address; b. Within five (5) days of the beginning of each month, a list of the names of all Employees who were terminated during the previous month, the dates of such terminations and the categories of terminations, such as, but not limited to, dismissal, expiration of contract, death, resignation, or retirement; and c. Within five (5) days of the beginning of each month, a list of the names of all Employees who were appointed during the previous month and their date of hire and ending date, faculty of work, position title, mailing address and telephone number, and their University email address. 13.4 The confidentiality of data about individuals shall be respected by the Union, which shall use the information only to contact members of the Bargaining Unit. 13.5 The Employer University shall provide to the Union the following information within one month of the information becoming available to the body or agent that normally receives the information, unless a different time is specified below. This requirement may be satisfied by publication of the following information on a University website to which the Union has access: a. a) when they have been approved by the Board, the University’s annual audited financial statement and semesterly reports of the University, including all appendices, supplements and ancillary documents; b. b) a copy of the approved University budget; c. c) when they are distributed to Board members, notice, agenda, and accompanying exhibits for public sessions of the meeting of the Board of Governors, and after approval by the Board, minutes of the previous meeting; d. d) at the time of distribution, notice of meeting, agenda, and a copy of the public minutes of the Senate; e. e) at the time of election or appointment, the names and University addresses, if any, of all persons appointed or elected to positions on the Board of Governors and the Senate, together with the names of all persons appointed or elected to the Board of Governors or Senate committees, with any terms of reference for those committees; and f. f) such other information as may be set out elsewhere in this Agreement. 13.6 The Union agrees to provide the Employer University with the following information: a. a) a list of all persons authorized to represent the Union to the EmployerUniversity, updated within one week of any change; b. b) a list of the officers and other members of the Executive Committee of the Union, within one month of such membership being established; c) a copy of each Union newsletter or bulletin, at the time of issuance to Members, if and when the Union should choose to create such a document; d) a copy of the current Constitution and Bylaws of the Union, as amended from time to time; and e) such other information as may be set out elsewhere in this Agreement. This information may be provided in whole or in part by publication on the Union’s public website.