Common use of Official Employee File Clause in Contracts

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 document maintained in their own official personnel file. Such authorization must be in writing and with the signature of the Employee making the request. 15.10 Subject to legal and/or statutory requirements, when Human Resources receives requests from an external agency for personal or employment related information regarding an Employee, it will confirm employment only. Additional information shall only be divulged with the written authorization of the Employee.

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. a) appointment letter b. b) salary history c. 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 document maintained in their own official personnel file. Such authorization must be in writing and with the signature of the Employee making the request. 15.10 Subject to legal and/or statutory requirements, when Human Resources receives requests from an external agency for personal or employment related information regarding an Employee, it will confirm employment only. Additional information shall only be divulged with the written authorization of the Employee.