Common use of Personal Files Clause in Contracts

Personal Files. 12.1 Data pertaining to the employment of an employee and necessary for the administration of this Agreement shall be placed in a personal file within the office of the employee's ▇▇▇▇; copies of the data contained in the personal file in the ▇▇▇▇'▇ office may also be kept in department files and in the President's Office. In the case of medical reports provided in confidence by an employee's physician for the purpose of complying with the terms of the Academic Long Term Disability Plan, and in that case only, information regarding that employee shall be kept in a separate file in the Human Resources Division, and shall be accessible only to agents of the Employer for the purpose of administration of that plan. Any other requests for access to that information must be approved by the Joint Committee for the Management of the Agreement. The Employer is responsible for assuring that the personal files within the Deans' offices have all of the relevant data. In particular, material in departmental and other files to be used in connection with renewal of probation, tenure, promotion or salary review shall be contained in the ▇▇▇▇'▇ Office file. Employees are expected to cooperate with designated University officers engaged in the discharge of this responsibility. 12.1.1 No anonymous material, except approved course evaluations, shall be kept by the Employer concerning any employee. Approved course evaluations are those which (a) are approved for use by the faculty of a department (or College in the case of a non-departmentalized College) in committee within guidelines established by the College, and (b) are properly validated instruments of performance evaluation. Information from such course evaluations included in an employee's file shall be aggregated or summarized and shall exclude any anonymous remarks made by students. 12.2 Each employee shall have the right to reasonable access to the entire contents of the employee's own personal file, with the exception of confidential information, as defined in Article 12.

Personal Files. 12.1 Data pertaining to the employment of an employee and necessary for the administration of this Agreement shall be placed in a personal file within the office of the employee's ▇▇▇▇; copies of the data contained in the personal file in the ▇▇▇▇'▇ office may also be kept in department files and in the President's Office. In the case of medical reports provided in confidence by an employee's physician for the purpose of complying with the terms of the Academic Long Term Disability Plan, and in that case only, information regarding that employee shall be kept in a separate file in the Human Resources Division, and shall be accessible only to agents of the Employer for the purpose of administration of that plan. Any other requests for access to that information must be approved by the Joint Committee for the Management of the Agreement. The Employer is responsible for assuring that the personal files within the Deans' offices have all of the relevant data. In particular, material in departmental and other files to be used in connection with renewal of probation, tenure, promotion or salary review shall be contained in the ▇▇▇▇'▇ Office file. Employees are expected to cooperate with designated University officers engaged in the discharge of this responsibility. 12.1.1 No anonymous material, except approved course evaluations, shall be kept by the Employer concerning any employee. Approved course evaluations are those which (a) are approved for use by the faculty of a department (or College in the case of a non-departmentalized College) in committee within guidelines established by the College, and (b) are properly validated instruments of performance evaluation. Information from such course evaluations included in an employee's file shall be aggregated or summarized and shall exclude any anonymous remarks made by students. An employee holding a probationary appointment may request that the Department Head, or ▇▇▇▇ in a non-departmentalized college, review end-of-term student evaluations prior to the employee’s review, and request removal of wholly inappropriate comments regarding the employee’s religion, creed, marital status, family status, sex, gender identity (including gender expression and two spirit identity), sexual orientation, disability, age, colour, ancestry, nationality, place of origin, race or perceived race, or physical size or weight. Upon receipt of this request, the Department Head, ▇▇▇▇, or designate shall review the evaluations and request that the Vice-▇▇▇▇▇▇▇ Students and Learning have all such remarks removed. 12.2 Each employee shall have the right to reasonable access to the entire contents of the employee's own personal file, with the exception of confidential information, as defined in Article 12.