Official Files Sample Clauses

Official Files. (a) There will be one Official File for each Member. All Official Files will be kept in the office of the appropriate ▇▇▇▇ and will be clearly marked as confidential. For clarification, the files maintained in the Human Resources Office are not Official Files. (b) The official documents constituting the Official File will be the paper originals or, in the event the original document is received in facsimile or electronic form, an accurate paper copy. (c) The Official File of each Member will contain only material pertaining to the employment of the Member. The material in the Official File may include, but will not be limited to, the Member’s curriculum vitae, annual teaching dossier, university transcripts, letters of application, references, salary and work history, student opinion surveys of faculty teaching, disciplinary material, signed commendations and complaints, decisions and recommendations together with the reasons arising from personnel decisions, and copies of material reflecting professional development and achievement.

Official Files. (a) There will be one Official File for each Member. All Official Files will be kept in the office of the appropriate ▇▇▇▇ and will be clearly marked as confidential. For clarification, the files maintained in the Human Resources Office are not Official Files. (b) The official documents constituting the Official File will be the paper originals or, in the event the original document is received in facsimile or electronic form, an accurate paper copy. (c) The Official File of each Member will contain only material pertaining to the employment of the Member. The material in the Official File may include, but will not be limited to, the Member’s curriculum vitae, annual reports, university transcripts, letters of application, references, salary and work history, student opinion surveys of faculty teaching, disciplinary material, signed commendations and complaints, decisions and recommendations together with the reasons arising from personnel decisions, and copies of material reflecting professional development and achievement. (d) The file created for assessment of tenure and/or promotion will be an annex to the Official File. Tenure and/or promotion files will be created, accessed, and disposed of in accordance with Article 26.

Official Files. 26.1 Copies of documents on an Employee’s official file, which may give rise to disciplinary action, shall be supplied concurrently to the Employee, with a copy to the Union. 26.2 Disciplinary actions taken and becoming part of the Employee’s official file shall be removed after eighteen (18) months have elapsed, providing other disciplinary actions have not been issued within that period. 26.3 Where an infraction, giving rise to a grievance, has been disproved, any reference to the disciplinary action taken by the University relating to the infraction shall be removed from the Employee’s official file. 26.4 For the purposes of promotion/transfer, the University shall not rely on documentation relating to past performance that has not previously been provided to the Employee. 26.5 An employee, or Union representative who has been given authorization in writing by the employee, may have access to the Employee’s official file, in Human Resources, in the presence of the Senior Director, Human Resources or appointed designate. 26.6 Upon written request, an Employee shall be provided with a copy of any document in their file. 26.7 There shall be only one (1) recognized Employee official file and that file will be maintained in Human Resources.

Official Files. 13.01 The Employer shall maintain one official file for each employee from the time of first appointment. This file shall be kept in the office of the ▇▇▇▇▇▇▇ and Vice-President, Academic and Research except for the file of a teacher which shall be kept in the Human Resources Office. Only materials placed in the official file, in accordance with this article, can be used for disciplinary purposes. 13.02 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 or all of the material in their own official file. 13.03 No material shall be placed in an employee's official file which is anonymous or which cannot be supplied to the employee as provided in this article, except results from student surveys supplied by the employee. Notwithstanding Clause 13.06, any such material which is placed in error in an employee's official file shall be removed from the file as soon as the error is discovered by the ▇▇▇▇, the University Librarian or, in the case of a teacher, the manager of the 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. Any evaluation of an employee by a ▇▇▇▇ or the University Librarian under Clause 14.13 and any response to evaluations written under Clause 14.19 shall be removed from the official file four (4) calendar months after the date the employee begins a tenured appointment. 13.05 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 an employee's official file except by mutual consent of the employee and the ▇▇▇▇ or the University Librarian or, in the case of a teacher, the manager of the teacher’s work unit. 13.07 Except when material is placed in the official file as requested by an employee or as required by the Agreement, 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 an emp...

Official Files. Only one (1) official personnel file will be maintained by the Employer(s) for each employee, and it will be maintained in the Human Resources Department. An employee’s supervisor may maintain an additional file pertaining to an employee which shall contain only job related information. Such files shall be confidential.

Official Files. Official personnel files of a Member shall be kept by the President and are the property of the Employer. There shall be two types of files for Members, active files and archival files. Active files shall contain only information allowed under this article. Archival files shall contain material which has been banned for use in subsequent proceedings as in clauses 5, 6, 7, and 8 of this article but which the University requires for matters other than those related to this Collective Agreement.

Official Files. The Employer shall maintain only one (1) official personnel file for each employee. Only information contained within that file shall be used in disciplinary action. The employee shall be notified immediately of any new information placed in his/her 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 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 ▇▇▇▇) 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 ▇▇▇▇, 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 wit...

Official Files. The College shall maintain only one set of official files with two sections each containing a faculty member's academic and professional records. Data necessary for processing a faculty member's salary and fringe benefits shall be excluded from the official files and shall not be considered part of the official files.