Common use of Official Files Clause in Contracts

Official Files. 13.01 The Employer shall maintain one official file for each Part-time Employee from the time of first appointment. The file for Part-time Faculty Members shall be kept in the office of the Xxxxxxx and Vice-President, Academic and Research and the file for Part-time Teachers shall be kept by the Human Resources Office. The file shall be maintained for a period of at least seven (7) years after the Part-time Employee’s last period of employment. Only materials placed in the official file, in accordance with this article, can be used for disciplinary purposes. 13.02 Part-time Employees shall have the right, during normal business hours and after at least twenty-four (24) hours’ notice, to examine and receive copies of any of the material in their own official file. If Part-time Employees are unable to come to campus to examine their own official file, they may request that the contents be scanned and sent to them electronically. 13.03 No material shall be placed in a Part-time Employee's official file which is anonymous or which cannot be supplied to the Part-time Employee as provided in this article, except for results from student surveys supplied by the Part-time Employee. Notwithstanding Clause 13.06, any such material which is placed in error in a Part-time Employee's official file shall be removed from the file as soon as the error is discovered by the Xxxxxxx and Vice-President, Academic and Research or, in the case of a Part-time Teacher, the Director of Human Resources. 13.04 All material added to the official file shall show the date of inclusion in the file. Adverse reports shall be removed from the official file forty-eight (48) calendar months after the most recent activity in relation to the adverse report. Evaluations by a Xxxx or the University Librarian or, in the case of a Part-time Teacher, the manager of the Part-time Teacher’s work unit, under Clause 14.01 shall not be removed from the official file. 13.05 Part-time Employees shall have the right to have included in their own official file any written comments they wish to make on the accuracy, relevancy, or meaning of any of the contents of the file and to add any other documents they wish to have filed. 13.06 Except as herein provided, no material shall be removed from a Part-time Employee's official file except by mutual consent of the Part-time Employee and the Xxxxxxx and Vice-President, Academic and Research or, in the case of a Part-time Teacher, the Director of Human Resources. 13.07 Except when material is placed in the official file as requested by a Part-time Employee or as required by the Agreement, Part-time Employees will be notified when material is placed in their official file and will be given twenty (20) Days from the date of notification to respond thereto before this material is used for the purposes of the Employer. 13.08 No material will be taken from a Part-time Employee's official file and made available to a third party without the consent of the Part-time Employee, unless the law requires that the material be provided to a third party in which case the Part-time Employee will be notified, or unless the Agreement requires that the material be provided to a third party. 13.09 a) A Part-time Employee’s official file shall contain one copy of the Part-time Employee's curriculum vitae supplied by the Part-time Employee.

Official Files. 13.01 The Employer shall maintain one official file for each Part-time Employee employee from the time of first appointment. The This file for Part-time Faculty Members shall be kept in the office of the Xxxxxxx and Vice-President, Academic and Research and except for the file for Part-time Teachers of a teacher which shall be kept by in the Human Resources Office. The file shall be maintained for a period of at least seven (7) years after the Part-time Employee’s last period of employment. Only materials placed in the official file, in accordance with this article, can be used for disciplinary purposes. 13.02 Part-time Employees shall have the right, during normal business hours and after at least twenty-twenty- four (24) hours’ hours notice, to examine and receive copies of any or all of the material in their own official file. If Part-time Employees are unable to come to campus to examine their own official file, they may request that the contents be scanned and sent to them electronically. 13.03 No material shall be placed in a Part-time Employeean employee's official file which is anonymous or which cannot be supplied to the Part-time Employee employee as provided in this article, except for results from student surveys supplied by the Part-time Employeeemployee. Notwithstanding Clause 13.06, any such material which is placed in error in a Part-time Employeean employee's official file shall be removed from the file as soon as the error is discovered by the Xxxxxxx and Vice-PresidentXxxx, Academic and Research the University Librarian or, in the case of a Part-time Teacherteacher, the Director manager of Human Resourcesthe teacher’s work unit. 13.04 All material added to the official file shall show the date of inclusion in the file. Adverse reports shall be removed from the official file forty-eight (48) calendar months after the most recent activity in relation to the adverse report. Evaluations Any evaluation of an employee by a Xxxx or the University Librarian or, in the case of a Part-time Teacher, the manager of the Part-time Teacher’s work unit, under Clause 14.01 14.13 and any response to evaluations written under Clause 14.19 shall not be removed from the official filefile four (4) calendar months after the date the employee begins a tenured appointment. 13.05 Part-time Employees shall have the right to have included in their own official file any written comments they wish to make on the accuracy, relevancy, or meaning of any of the contents of the file and to add any other documents they wish to have filed. 13.06 Except as herein provided, no material shall be removed from a Part-time Employeean employee's official file except by mutual consent of the Part-time Employee employee and the Xxxxxxx and Vice-President, Academic and Research Xxxx or the University Librarian or, in the case of a Part-time Teacherteacher, the Director manager of Human Resourcesthe teacher’s work unit. 13.07 Except when material is placed in the official file as requested by a Part-time Employee an employee or as required by the Agreement, Part-time Employees employees will be notified when material is placed in their official file and will be given twenty (20) Days days from the date of notification to respond thereto before this material is used for the purposes of the Employer. 13.08 No material will be taken from a Part-time Employeean employee's official file and made available to a third party without the consent of the Part-time Employeeemployee, unless the law requires that the material be provided to a third party in which case the Part-time Employee employee will be notified, or unless the Agreement requires that the material be provided to a third party. 13.09 a) A Part-time EmployeeIn accordance with Clause 35.03, letters of discipline and adverse reports shall be temporarily removed from an employee’s official file shall contain one copy before the file is reviewed by members of the Part-time Employee's curriculum vitae supplied by the Part-time EmployeeTenure and Promotion, Sabbatical Leaves or Librarian Tenure and Promotion committees.