Common use of Official Files Clause in Contracts

Official Files. 22.01 Subject to the provisions of Article 22.04, all documents and materials maintained by the University of New Brunswick and used, or to be used, in determining the employment status of, or in evaluating the professional performance of, a Contract Academic Employee shall be placed in an Official File. This file shall be kept in the office of the Vice-President Fredericton (Academic) or the Vice-President (Saint Xxxx) as appropriate. Copies of these documents and materials may be used elsewhere as necessary for normal University of New Brunswick administrative purposes. Copies of these documents and materials may also be filed elsewhere for such purposes; e.g., in the offices of the President, the Xxxx, the Chairperson, the Associate Vice-President of Human Resources and Organizational Development, or any other office provided the Association is so notified in writing. Official Files and copies thereof shall be clearly marked as confidential. 22.02 The documents and materials referred to in Article 22.01 may include, but shall not be limited to, materials such as university transcripts, letters of application, curriculum vitae, and letters of reference; evaluation, observation, and teaching and/or workload reports, as appropriate; correspondence; commendatory and disciplinary letters; curriculum vitae up-dates; documents reflecting the salary and work history of Contract Academic Employees; decisions and/or recommendations, together with reasons, arising in accordance with Articles 19A.03 and 19B.03; and copies of materials reflecting professional development and achievements subject to the provisions of Article 22.04. A current inventory of all documents and materials in the Official File shall be maintained in the office of the appropriate Vice-President and included in the Official File. 22.03 A Contract Academic Employee shall have the right, during normal business hours, and upon reasonable notice, to examine the entire contents of his/her Official File. The examination may be carried out in the presence of a person designated by the appropriate Vice-President. Contract Academic Employees may be required to produce identification before access to their Official File is granted. Contract Academic Employees shall not remove their Official File or parts thereof from the office. Contract Academic Employees may obtain, at their own expense and upon written request to the appropriate Vice-President, a copy of any of the contents of their Official File within a reasonable period of time. As soon as an inventory has been prepared in accordance with Article

Official Files. 22.01 Subject to the provisions of Article 22.04, all documents and materials maintained by the University of New Brunswick and used, or to be used, in determining the employment status of, or in evaluating the professional performance of, a Contract Academic Employee CAE shall be placed in an Official File. This file shall be kept in the office of the Vice-President Fredericton (Academic) or the Vice-President (Saint Xxxx) as appropriate. Copies of these documents and materials may be used elsewhere as necessary for normal University of New Brunswick administrative purposes. Copies of these documents and materials may also be filed elsewhere for such purposes; e.g., in the offices of the President, the Xxxx, the Chairperson, the Associate Vice-President of Human Resources and Organizational DevelopmentPeople & Culture, or any other office provided the Association is so notified in writing. Official Files and copies thereof shall be clearly marked as confidential. 22.02 The documents and materials referred to in Article 22.01 may include, but shall not be limited to, materials such as university transcripts, letters of application, curriculum vitae, and letters of reference; evaluation, observation, and teaching and/or workload reports, as appropriate; correspondence; commendatory and disciplinary letters; curriculum vitae up-up- dates; documents reflecting the salary and work history of Contract Academic EmployeesCAEs; decisions and/or recommendations, together with reasons, arising in accordance with Articles 19A.03 and 19B.03; and copies of materials reflecting professional development and achievements subject to the provisions of Article 22.04. A current inventory of all documents and materials in the Official File shall be maintained in the office of the appropriate Vice-President and included in the Official File. 22.03 A Contract Academic Employee CAE shall have the right, during normal business hours, and upon reasonable notice, to examine the entire contents of his/her Official File. The examination may be carried out in the presence of a person designated by the appropriate Vice-President. Contract Academic Employees CAEs may be required to produce identification before access to their Official File is granted. Contract Academic Employees CAEs shall not remove their Official File or parts thereof from the office. Contract Academic Employees CAEs may obtain, at their own expense and upon written request to the appropriate Vice-President, a copy of any of the contents of their Official File within a reasonable period of time. As soon as an inventory has been prepared in accordance with ArticleArticle 23.02 and in any event no later than the end of the term preceding a formal assessment, each CAE shall be notified of the contents of his/her official file. A CAE shall be notified of any additions or deletions to his/her Official File. Materials deleted from the Official File shall be sent to the CAE. 22.04 CAEs have the right to have included in their Official File, their written comments about the accuracy, relevance, meaning or completeness of the contents of their File. These comments may include a list of supplementary materials and documents maintained and considered relevant by the CAE. The documents and materials on this list shall be considered whenever the contents of the Official File are used in determining the employment status of or in evaluating the teaching and/or professional performance of the CAE, as appropriate, providing the CAE makes them available within a reasonable time of receiving a written request for them. These documents and materials shall be returned to the CAE following their use and shall not be included in the Official File. 22.05 CAEs have the right to grieve the accuracy or the relevance, for the purpose of determining employment status or of evaluating teaching and/or professional performance, as appropriate, of any of the contents of their Official File within 30 days of becoming aware of the documents or materials. 22.06 No anonymous documents or materials shall be kept in an Official File or submitted as evidence in any formal decision or action involving a CAE. The aggregated numerical results of any collective student opinion survey of the CAE’s teaching which has been approved by Senate and, if available, those approved for use by Faculty Councils and/or Academic Departments, shall not be considered anonymous material. 22.07 None of the contents of the Official File shall be released or made available to any person without the express written consent of the CAE concerned, except when required: (a) for normal University of New Brunswick administrative purposes; (b) for grievance and arbitration purposes; (c) by this Collective Agreement; or (d) by law. Access to any of the contents of an Official File for reason (d) above shall be granted only in person to individuals who show proof that such access is required by law. Such access shall be granted only by the appropriate Vice-President and in the presence of that Vice- President or his/her designate. The Vice-President shall notify the CAE concerned immediately, stating the person or persons granted access and the reason for granting such access unless such notification is prohibited by legal statute. 22.08 For the purposes of proceedings under Article 31, three (3) Employees duly designated by the Association shall have the right, on a confidential basis, during normal business hours and upon reasonable notice to examine the contents of any Official File used in the assessment of the CAE who is a candidate in a particular assessment year and who is proceeding under Article 31. The examination will be carried out in the presence of a person designated by the appropriate Vice-President. These Employees shall not remove the Official File or parts thereof from the office. 22.09 A record shall be kept of the names of all persons granted access to the Official File in the Vice-President's office together with the date, and the reason. Such record shall be included in the Official File.

Official Files. 22.01 Subject to the provisions of Article 22.04, all documents and materials maintained by the University of New Brunswick and used, or to be used, in determining the employment status of, or in evaluating the professional performance of, a Contract Academic an Employee shall be placed in an Official File. This file shall be kept in the office of the Vice-President Fredericton president (Academic) or the Vice-President president (Saint Xxxx) as appropriate. Copies of these documents and materials may be used elsewhere as necessary for normal University of New Brunswick administrative purposes. Copies of these documents and materials may also be filed elsewhere for such purposes; e.g., in the offices of the President, the Xxxx, the Chairperson, the Associate Vice-President president of Human Resources and Organizational Development, or any other office provided the Association is so notified in writing. Official Files and copies thereof shall be clearly marked as confidential. 22.02 . The documents and materials referred to in Article 22.01 may include, but shall not be limited to, materials such as university transcripts, letters of application, curriculum vitae, and letters of reference; evaluation, observation, and teaching and/or workload reports, as appropriate; correspondence; commendatory and disciplinary letters; curriculum vitae up-datesupdates; documents reflecting the salary and work history of Contract Academic Employees; decisions and/or recommendations, together with reasons, arising in accordance with Articles 19A.03 and 19B.03; and copies of materials reflecting professional development and achievements subject to the provisions of Article 22.04. A current inventory of all documents and materials in the Official File shall be maintained in the office of the appropriate Vice-President president and included in the Official File. 22.03 A Contract Academic . An Employee shall have the right, during normal business hours, and upon reasonable notice, to examine the entire contents of his/her Official File. The examination may be carried out in the presence of a person designated by the appropriate Vice-Presidentpresident. Contract Academic Employees may be required to produce identification before access to their Official File is granted. Contract Academic Employees shall not remove their Official File or parts thereof from the office. Contract Academic Employees may obtain, at their own expense and upon written request to the appropriate Vice-Presidentpresident, a copy of any of the contents of their Official File within a reasonable period of time. As soon An Employee shall be notified of any additions or deletions to Official File. Materials deleted from the Official File shall be sent to the Employee. Employees have the right to have included in their Official File, their written comments about the accuracy, relevance, meaning or completeness of the contents of their File. These comments may include a list of supplementary materials and documents maintained and considered relevant by the Employee. The documents and materials on this list shall be considered whenever the contents of the Official File are used in determining the employment status of or in evaluating the professional performance of the Employee, providing the Employee makes them available within a reasonable time of receiving a written request for them. These documents and materials shall be returned to the Employee following their use and shall not be included in the Official File. Employees have the right to grieve the accuracy or the relevance, for the purpose of determining employment status or of evaluating professional performance, of any of the contents of their Official File within days of becoming aware of the documents or materials. No anonymous documents or materials shall be kept in an Official File or submitted as evidence in any formal decision or action involving an inventory Employee. The aggregated numerical results of any collective student opinion survey of the Employee's teaching which has been prepared in accordance with Articleapproved by Senate and, if available, those approved for use by Faculty Councils Academic Departments, shall not be considered anonymous material. None of the contents of the Official File shall be released or made available to any person without the express written consent of the Employee concerned, except when required: