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Personal Files

Policy Statement

There will be one official personal file for each employee. Personal files are the property of the Employer.


Application

This policy applies to all employees. Bargaining unit employees should also consult their respective collective agreements.


Definitions

Personal File the Employer file which contains information relevant to individual employees and to their employment


Responsibilities

Department

It is the responsibility of individual departments to:

  • ensure that only one official personal file exists for each employee;
  • designate the location in which official personal files will be held;
  • ensure that employees are aware of the location of official personal files;
  • ensure that employees are notified when any document, which may adversely affect their employment or form the basis of disciplinary action, is placed in their personal files;
  • ensure that personal files are kept up-to-date;
  • ensure that employees have reasonable access to their own personal file;
  • ensure Employer representation during times employees review their personal files; and
  • maintain confidentiality and security of the file.

Employee

It is the responsibility of  employees to:

  • review their own files to ensure that all information pertinent to their employment is included and up-to-date; and
  • ensure that letters and documents of a disciplinary nature are removed in accordance with human resource policies or applicable collective agreements


Personal File Information

Information contained in a personal file may include, but is not limited to, curriculum vitae or resume; birth certificate; social insurance number; record of employment; leave records; insurance records; current and previous position descriptions; performance appraisals; letters of appointment, commendation, layoff, recall, termination; disciplinary letters; transfer notifications; and other correspondence relating to an individual's employment and performance.

Where documents, which may adversely affect employment or form the basis of disciplinary action, are placed on employees' personal files, employees will be provided the opportunity to acknowledge the placement of the documents. Employee refusal to acknowledge placement of the documents does not stop the placement of the document on the file.


Access to Personal Files

Employees can review their personal files at any reasonable time convenient to both the employee and the Employer.

An Employer representative will be present while employees review their own files.

Employees may be accompanied by a representative of their choice when reviewing their personal files.

Employees may authorize, in writing, a union or other representative to review their personal file when the employee is not present.

No original document can be removed or copied from a personal file without the Employer's permission.

Employees can only review their own personal files.

Ex-employees may have access to their personal files in accordance with the above.

Upon an employee's death or termination, a personal file remains the property of the Employer.

 

Last Policy Update: March 15, 2000

 
Last Updated:
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