Common use of OFFICIAL PERSONAL FILES Clause in Contracts

OFFICIAL PERSONAL FILES. 15.01 There shall be one Official Personal File for each Employee, to be used in decisions respecting the terms and conditions of employment of that Employee. The Official Personal Files shall be kept secure in the office of the Director of Human Resources. 15.02 Only documents relating to the employment of an Employee shall be placed in the Official Personal File. No documentation recording grievance(s) or the proceedings of grievance hearings shall be included in an Employee's Official Personal File. 15.03 Upon request of an Employee, and on reasonable notice, the Official Personal File of that Employee shall be made available for his/her examination. Also, upon reasonable request and notice, an Employee shall receive copies of any documents (prepared at the Employer's expense) from his/her Official Personal File. 15.04 An Employee may include in his/her Official Personal File any written comments relating to the accuracy, relevancy or meaning of any of the contents of his/her file. After written request by the Employee to the Director of Human Resources, the Employer shall immediately remove from the Employee’s file information or commentary, which cannot be substantiated. 15.05 Copies of any letters of complaint shall be given to the Employee and shall form part of the Employee's Official Personal File. Letters of complaint, which cannot be substantiated, shall not be included in an Employee’s Official Personal File or used for any purpose related to review or discipline. No anonymous material or material based on hearsay shall be included in an Employee’s Official Personal File, other than the aggregated results of the Instructional Assessment Form where applicable. It is agreed that the Employer will not introduce into evidence at arbitration any letters of complaint or notices of discipline, of which the Employee was not aware at the time of the disciplinary action. 15.06 No document contained in any file shall be released or made available to any other person or institution, except for internal University administrative purposes, without the written consent of the Employee, or as required by law. 15.07 All material added to an Employee’s Official Personal File, after December 22, 1998, shall show the date of inclusion in the file. 15.08 All records of disciplinary notices, warnings or suspensions and letters of complaint shall be removed from the Employee’s Official Personal File after two (2) years have elapsed without further disciplinary action having been imposed.

OFFICIAL PERSONAL FILES. 15.01 There shall be one Official Personal File for each Employee, to be used in decisions respecting the terms and conditions of employment of that Employee. The Official Personal Files shall be kept secure in the office of the Director of Human Resources. 15.02 Only documents relating to the employment of an Employee shall be placed in the Official Personal File. No documentation recording grievance(s) or the proceedings of grievance hearings shall be included in an Employee's Official Personal File. 15.03 Upon request of an Employee, and on reasonable notice, the Official Personal File of that Employee shall be made available for his/her their examination. Also, upon reasonable request and notice, an Employee shall receive copies of any documents (prepared at the Employer's expense) from his/her their Official Personal File. 15.04 An Employee may include in his/her their Official Personal File any written comments relating to the accuracy, relevancy or meaning of any of the contents of his/her their file. After written request by the Employee to the Director of Human Resources, the Employer shall immediately remove from the Employee’s file information or commentary, which cannot be substantiated. 15.05 Copies of any letters of complaint shall be given to the Employee and shall form part of the Employee's Official Personal File. Letters of complaint, which cannot be substantiated, shall not be included in an Employee’s Official Personal File or used for any purpose related to review or discipline. No anonymous material or material based on hearsay shall be included in an Employee’s Official Personal File, other than the aggregated results of the Instructional Assessment Form where applicable. It is agreed that the Employer will not introduce into evidence at arbitration any letters of complaint or notices of discipline, of which the Employee was not aware at the time of the disciplinary action. 15.06 No document contained in any file shall be released or made available to any other person or institution, except for internal University administrative purposes, without the written consent of the Employee, or as required by law. 15.07 All material added to an Employee’s Official Personal File, after December 22, 1998, shall show the date of inclusion in the file. 15.08 All records of disciplinary notices, warnings or suspensions and letters of complaint shall be removed from the Employee’s Official Personal File after two (2) years have elapsed without further disciplinary action having been imposed.

OFFICIAL PERSONAL FILES. ‌ 15.01 There shall be one Official Personal File for each Employee, to be used in decisions respecting the terms and conditions of employment of that Employee. The Official Personal Files shall be kept secure in the office of the Director of Human Resources. 15.02 Only documents relating to the employment of an Employee shall be placed in the Official Personal File. No documentation recording grievance(s) or the proceedings of grievance hearings shall be included in an Employee's Official Personal File. 15.03 Upon request of an Employee, and on reasonable notice, the Official Personal File of that Employee shall be made available for his/her their examination. Also, upon reasonable request and notice, an Employee shall receive copies of any documents (prepared at the Employer's expense) from his/her their Official Personal File. 15.04 An Employee may include in his/her their Official Personal File any written comments relating to the accuracy, relevancy or meaning of any of the contents of his/her their file. After written request by the Employee to the Director of Human Resources, the Employer shall immediately remove from the Employee’s file information or commentary, which cannot be substantiated. 15.05 Copies of any letters of complaint shall be given to the Employee and shall form part of the Employee's Official Personal File. Letters of complaint, which cannot be substantiated, shall not be included in an Employee’s Official Personal File or used for any purpose related to review or discipline. No anonymous material or material based on hearsay shall be included in an Employee’s Official Personal File, other than the aggregated results of the Instructional Assessment Form where applicable. It is agreed that the Employer will not introduce into evidence at arbitration any letters of complaint or notices of discipline, of which the Employee was not aware at the time of the disciplinary action. 15.06 No document contained in any file shall be released or made available to any other person or institution, except for internal University administrative purposes, without the written consent of the Employee, or as required by law. 15.07 All material added to an Employee’s Official Personal File, after December 22, 1998, shall show the date of inclusion in the file. 15.08 All records of disciplinary notices, warnings or suspensions and letters of complaint shall be removed from the Employee’s Official Personal File after two (2) years have elapsed without further disciplinary action having been imposed.