Common use of Official Files Clause in Contracts

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 employee's official file and made available to a third party without the consent of the employee, unless the law requires that the material be provided to a third party in which case the employee will be notified, or unless the Agreement requires that the material be provided to a third party. 13.09 In accordance with Clause 35.03, letters of discipline and adverse reports shall be temporarily removed from an employee’s official file before the file is reviewed by members of the Tenure and Promotion, Sabbatical Leaves or Librarian Tenure and Promotion committees.

Official Files. 13.01 The Employer shall maintain one official file for each employee Part-time Employee from the time of first appointment. This The file for Part-time Faculty Members shall be kept in the office of the ▇▇▇▇▇▇▇ and Vice-President, Academic and Research except for and the file of a teacher which for Part-time Teachers shall be kept in by the Human Resources Office. The file shall be maintained for a period of at least seven (7) years after the Part-time Employee’s last period of employment. Only materials placed in the official file, in accordance with this article, can be used for disciplinary purposes. 13.02 Part-time Employees shall have the right, during normal business hours and after at least twenty- twenty-four (24) hours hours’ notice, to examine and receive copies of any or all of the material in their own official file. If Part-time Employees are unable to come to campus to examine their own official file, they may request that the contents be scanned and sent to them electronically. 13.03 No material shall be placed in an employeea Part-time Employee's official file which is anonymous or which cannot be supplied to the employee Part-time Employee as provided in this article, except for results from student surveys supplied by the employeePart-time Employee. Notwithstanding Clause 13.06, any such material which is placed in error in an employeea Part-time Employee's official file shall be removed from the file as soon as the error is discovered by the ▇▇▇▇▇▇▇ and Vice-President, the University Librarian Academic and Research or, in the case of a teacherPart-time Teacher, the manager Director of the teacher’s work unitHuman Resources. 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 Evaluations by a ▇▇▇▇ or the University Librarian or, in the case of a Part-time Teacher, the manager of the Part-time Teacher’s work unit, under Clause 14.13 and any response to evaluations written under Clause 14.19 14.01 shall not be removed from the official file four (4) calendar months after the date the employee begins a tenured appointmentfile. 13.05 Part-time 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 employeea Part-time Employee's official file except by mutual consent of the employee Part-time Employee and the ▇▇▇▇▇▇▇ or the University Librarian and Vice-President, Academic and Research or, in the case of a teacherPart-time Teacher, the manager Director of the teacher’s work unitHuman Resources. 13.07 Except when material is placed in the official file as requested by an employee a Part-time Employee or as required by the Agreement, employees Part-time Employees will be notified when material is placed in their official file and will be given twenty (20) days 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 employeea Part-time Employee's official file and made available to a third party without the consent of the employeePart-time Employee, unless the law requires that the material be provided to a third party in which case the employee Part-time Employee will be notified, or unless the Agreement requires that the material be provided to a third party. 13.09 In accordance with Clause 35.03, letters of discipline and adverse reports shall be temporarily removed from an employeea) A Part-time Employee’s official file before the file is reviewed by members shall contain one copy of the Tenure and Promotion, Sabbatical Leaves or Librarian Tenure and Promotion committeesPart-time Employee's curriculum vitae supplied by the Part-time Employee.