Official Employee File. 19.01 There shall be one official employee file which shall be maintained by and located in the Department of Human Resources.
19.02 Upon request, a Graduate Assistant shall have the right, on the next day where reasonably practicable, to consult his or her official employee file in the presence of a representative of the University, and, if he or she so wishes, a representative of the Union. Copies of the documents in a Graduate Assistant official file shall be made available to the Graduate Assistant on request.
19.03 A Graduate Assistant shall have the right to authorize a named representative of the Union to examine his or her official employee file in his or her absence. Any such representative shall provide the express written authorization of the Graduate Assistant to the appropriate official of the Department of Human Resources. A separate authorization shall be provided for each such request.
19.04 A copy of any disciplinary or evaluation document shall be supplied concurrently to the Graduate Assistant. A Graduate Assistant shall be given an opportunity to sign the file copy of an evaluation or disciplinary report as an acknowledgement that he or she has received such a report. Graduate Assistants shall have the right to respond in writing to any documents placed in their official employee file and their response shall also form part of their official employee file.
19.05 Disciplinary letters of reprimand or warning shall be removed from a Graduate Assistant’s official employee file after twelve (12) months from the date of issue, provided that no further disciplinary action is taken during that twelve (12) month period. Such letters shall be automatically removed from the file at the completion of the Graduate Assistant’s degree program.
19.06 Employee files shall be separate from an employee’s academic records and shall contain only those documents which are related to his/her employment.
Official Employee File. 19.01 There shall be one official employee file which shall be maintained by and located in the Department of Human Resources.
19.02 Upon request, a Per Course Instructor shall have the right, on the next day where reasonably practicable, to consult his or her official employee file in the presence of a representative of the University, and, if he or she so wishes, a representative of the Union. Copies of the documents in a Per Course Instructor’s official file may be made available to the Instructor, on request.
19.03 A Per Course Instructor shall have the right to authorize a named representative of the Union to examine his or her official employee file in his or her absence. Any such representative shall provide the express written authorization of the Per Course Instructor to the appropriate official of the Department of Human Resources. A separate authorization shall be provided for each such request.
19.04 A copy of any disciplinary or evaluation document shall be supplied concurrently to the Per Course Instructor. A Per Course Instructor shall be given an opportunity to sign the file copy of an evaluation or disciplinary report as an acknowledgement that he or she has received such a report. Per Course Instructors shall have the right to respond in writing to any documents placed in their official employee file and their response shall also form part of their official employee file.
19.05 In the case of a graduate student who is also a Per Course Instructor, all documents relating to the student’s employment as a Per Course Instructor shall be kept separate from the student’s academic file.
Official Employee File. 15.1 The Parties agree that the Employer shall maintain an official personnel file, which shall contain confidential Employee records and shall be separate from the Employee’s health or medical records, if any.
15.2 The Employee will advise Human Resources as soon as possible, in writing, if there is any change in personal data, such as name, address or telephone number.
15.3 Employees will notify Human Resources of changes in information related to their spouses and dependent(s) necessary to administer benefits.
15.4 The official personnel file shall include items concerning the record of employment including, but not limited to:
a. appointment letter
b. salary history
c. records of discipline which will be copied to the Employee and the Union concurrent with their addition to the file.
15.5 A management representative shall notify the Employee in writing whenever they place any document pertaining to expectations, instruction, or performance in the Employee’s personnel file within a reasonable amount of time. An Employee or former Employee shall have the right to respond in writing to such documents contained in the Employee or former Employee’s personnel file. Such reply shall be included in the personnel file. For clarity, the Employee is not required to be notified when any transactional documents, including but not limited to employment application(s), benefit enrolment, payroll information, request and approval/denial of leave or vacation, are placed in the Employee’s personnel file.
15.6 Employees, or former Employees within two (2) years from the termination of their most recent employment, shall have the right to review their official personnel file once per year by submitting such a request in writing to Human Resources. An appointment to review the file will be arranged within five (5) business days. The Employee may be accompanied by a Union representative if they so wish.
15.7 The only anonymous material that can be included in an official personnel file is when an Employee teaches a course and students provide anonymous feedback on a teaching evaluation. An Employee or former Employee shall have the right to respond in writing to such documents contained in the Employee or former Employee’s personnel file. Such reply shall be included in the personnel file.
15.8 If an Employee has an academic file at the University, the official personnel file shall be kept separate from their academic file.
15.9 An Employee may request a copy of any documen...
Official Employee File. 21.01 The employee’s official file will be maintained by Human Resources. Upon request, an employee, and/or a representative of the Union authorized by the employee, shall have the right to consult the employee’s official file in the presence of a representative of the Employer. Such requests will be granted within a reasonable time frame. An employee shall have the right to respond in writing to any documents placed in the employee’s file and such response shall be included in the official employee file.
Official Employee File. 10.1 There shall be one official employee file which shall be maintained by and located in the Human Resources Department.
10.2 It is the responsibility of the Employee to keep the Human Resources Department and her/his Employment Supervisor informed of her/his current address.
10.3 Upon written request, an Employee shall have the right, within five (5) Working Days where reasonably practicable, to consult the Employee’s own official file in the presence of a representative of the Employer, and, if the Employee so wishes, a representative of the Union. Copies of the documents in an Employee’s official file may be made available to that Employee, on request.
10.4 Signed letters of reference evaluating the suitability of a candidate for any position at the University shall be considered confidential and the Employee shall not have access to such information.
10.5 An Employee shall have the right to authorize a named representative of the Union (an executive member, a xxxxxxx or a PSAC staff representative) to examine the Employee’s file in the latter’s absence. Any such representative shall provide the express written authorization of the Employee to the appropriate official of the Human Resources Department. A separate authorization shall be provided for each such request.
10.6 Access to employment files will be in accordance with applicable legislation, including the Freedom of Information and Privacy Protection Act.
Official Employee File. F3.1 The Official Employee File The Employer shall maintain an official file for each Member. The Official Employee File shall be kept by the University in a central location. The official documents constituting the file shall be the paper originals or an accurate paper copy. Each item in the Official Employee File shall be numbered and listed on an inventory sheet. The inventory sheet shall record each item in the file: its number, its title or a brief description of its nature, the number of pages or parts in it, the date it was added.
F3.2 Contents of the Official Employee File The Official Employee File of each Member shall contain only material pertaining to the employment of the Member. The material in this file may include, but shall not be limited to, the Member’s curriculum vitae, university transcripts, letters of application, salary and work history, disciplinary material, decisions and recommendations together with the reasons arising from personnel decisions involving the Member, and copies of material reflecting professional development and achievement. No anonymous material, except the statistical results of student evaluations shall be placed in the Official Employee File. Records of grievance and arbitration procedures shall be kept separately from the Official Employee File. No record indicating that a Member has invoked the grievance and arbitration procedures of this Agreement shall be placed in their Official Employee File, except in the case where the grievance or arbitration results in an employment action which requires documentation. A Member may, on written request, obtain one (1) copy of any document on the Official Employee File, at no cost. F3.3 Additions to the Official Employee File and Challenges to Additions by the Member Only the Member, the Xxxx, the Vice-President Academic and Research, the President or their designates may authorize the placing of documents in the Official Employee File. Routine information such as changes in salary, benefits or similar documentation will be ordinarily placed in the file without individual authorization. The Member will be advised when any letter of complaint is placed in their Official Employee File. A Member has the right to include, in the file, rebuttal or written comments on the accuracy, meaning, relevance or completeness of any document in their file; and to add to the file any documents that they consider relevant.
Official Employee File. 20.1 The Employee’s official file will be maintained by the Postdoctoral Office. Upon request, an Employee, and/or a representative of the Association authorized by the Employee, shall have the right to consult the Employee’s official file in the presence of a representative of the Board. Such requests will be granted within a reasonable time frame. An Employee shall have the right to respond in writing to any documents placed in the Employee’s file and such response shall be included in the official Employee file.
Official Employee File. There shall be one official employee file which shall be maintained by and located in the Department of Human Resources. Upon request, a Graduate Assistant shall have the right, on the next day where reasonably practicable, to consult his or her official employee file in the presence of a representative of the University, and, if he or she so wishes, a representative of the Union. Copies of the documents in a Graduate Assistant official file shall be made available to the Graduate Assistant, on request.
Official Employee File.
10.1 There shall be one official employee file which shall be maintained by and located in the Human Resources Department.
10.2 It is the responsibility of the Employee to keep the Human Resources Department and their Employment Supervisor informed of their current address.
10.3 Upon written request to their Human Resources Consultant, an Employee shall have the right, within five (5) Working Days where reasonably practicable, to consult the Employee’s own official file in the presence of a representative of the Employer, and, if the Employee so wishes, a representative of the Union. Copies of the documents in an Employee’s official file may be made available to that Employee, on request. A list of Human Resources Consultants can be found on the Employer’s website: Who is my HR Contact? |
Official Employee File. 10.1 There shall be one official Employee file which shall be maintained in confidentiality by and located in the Human Resources Department.
10.2 It is the responsibility of the Employee to keep the Human Resources Department and their Researcher informed of their current address.
10.3 Upon written request, an Employee shall have the right, within five (5) Working Days, where reasonably practicable, to consult the Employee’s own official file in the presence of a representative of the Employer, and, if the Employee so wishes, a representative of the Union. Copies of the documents in an Employee’s official file may be made available to that Employee, on request.
10.4 An Employee shall have the right to authorize a named representative of the Union (an executive member, a xxxxxxx or a PSAC staff representative) to examine the Employee’s file in the latter’s absence. Any such representative shall provide the express written authorization of the Employee to the appropriate official of the Human Resources Department. A separate authorization shall be provided for each such request.
10.5 Access to employment files will be in accordance with applicable legislation, including the Freedom of Information and Protection of Privacy Act.
10.6 An Employee shall receive a copy of any evaluation placed in their employment file.
