Permanency Files Clause Samples

The Permanency Files clause establishes the requirement for maintaining comprehensive and up-to-date records related to a specific matter, such as a project, case, or employee. Typically, this clause outlines what documents must be included in the permanency file, such as contracts, correspondence, approvals, and other key records, and may specify how long these files should be retained and who is responsible for their upkeep. Its core practical function is to ensure that all essential documentation is systematically preserved for future reference, compliance, or audit purposes, thereby reducing the risk of lost information and supporting organizational accountability.
Permanency Files. III.10.7.1 Candidates are responsible for assembling their own permanency file and for delivering it to the Library Permanency Committee by the date specified in III.10.5.2. III.10.7.2 The permanency file shall consist of all materials provided by the member pursuant to III.10.7.8, and all other material, reports, assessments and candidate responses compiled under this Article. III.10.7.3 The permanency file shall not contain any letters not solicited either by the candidate, according to the provisions of III.10.7.8 (e), or by the Chair of the Library Permanency Committee or by the University Librarian or by the ▇▇▇▇▇▇▇ and Vice President Academic, according to the procedures set out in this agreement, with the exception of the Library Permanency Committee’s letter of recommendation, the report from COAP (see III.10.9.5), and the ▇▇▇▇▇▇▇ and Vice President Academic’s letter of recommendation. III.10.7.4 The permanency file shall not contain any unsigned material. III.10.7.5 After the permanency file has been submitted to the Library Permanency Committee and before the permanency file has been forwarded to the University Librarian, the candidate can add new material to the file only if the new material that the candidate is adding is sufficiently significant that it might affect the recommendation or decision. III.10.7.6 No material can be removed from the permanency file without the agreement of the candidate, the Library Permanency Committee, the ▇▇▇▇▇▇▇ and Vice President Academic and the Association. III.10.7.7 After submitting his/her permanency file to the Library Permanency Committee, the candidate shall have access to the permanency file only under conditions specified in III.10.8.5 and III.10.9.4 (ii) below. III.10.7.8 By the date specified in III.10.5.2, the Member shall provide the following materials to the Library Permanency Committee: (a) An up-to-date curriculum vitae indicating clearly the performance of professional librarian duties, by date; (b) where relevant, copies of professional publications; copies of creative work (or citations to same); evidence of conference presentations; copies of library subject guides, course guides and pathfinders; manuscripts under consideration and evidence of their status; evidence of grant applications; evidence of professional and scholarly contributions; (c) copies of library instructional workshop syllabi; evidence of service to the University, to the community and to the profession at large; evidence...
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Permanency Files. III.10.7.1 Candidates are responsible for assembling their own permanency file and for delivering it to the Library Permanency Committee by the date specified in III.10.5.2.
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Permanency Files. III. 10.7.1 Candidates are responsible for assembling their own permanency file and for delivering it to the Library Permanency Committee by the date specified in III.10.5.2.
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Related to Permanency Files

  • Electronic Files a. It is the Buyer's responsibility to maintain a copy of any original Electronic File provided by the Buyer. b. The Seller shall not be responsible for checking the accuracy of supplied input from an electronic file unless otherwise agreed in writing. c. Without prejudice to clause 5.2(b), if an electronic file is not suitable for outputting on equipment normally adequate for such purposes without adjustment or other corrective action the Seller may make a charge for any resulting additional cost incurred or may reject the file without prejudice to his rights to payment for work done/material purchased.

  • Grievance Files Written grievances and responses will be maintained separately from the employee’s personnel file.

  • Personnel Files ‌ An employee, or his/her certified representative with the written consent of the employee, may inspect that employee's personnel file with the exception of all material obtained from other employers and agencies at the time that employee was hired. An employee shall be advised of, and entitled to read, any written statement by the employee's supervisor or departmental Management regarding his/her work performance or conduct if such statement is to be placed in his/her personnel file. The employee shall acknowledge that he/she has read such material by affixing his/her signature on the copy to be filed, with the understanding that such signature merely signifies that he/she has read the material to be filed but does not necessarily indicate agreement with its content. If the employee refuses to sign, the supervisor shall note his/her refusal on the copy to be filed along with the supervisor's signature and the signature of a witness to the employee's refusal to sign. The employee may file a grievance regarding any such document within the prescribed time limits of the grievance procedure. If the employee fails to file a grievance within the designated time limits, the document becomes part of the official file. If the employee does file a grievance within the designated time limits, said document shall not be placed in the official file nor referenced in any Performance Evaluation or Appraisal of Promotability until the grievance procedure or civil service appeal rights have been exhausted. Grievances filed under this provision shall not be subject to the Arbitration provisions of the Grievance Procedure unless they involve violation of a specific provision of this agreement. Management agrees that no properly used full paid sick leave used in the twelve months immediately prior to an Appraisal of Promotability or a Performance Evaluation will be referenced on such forms. The employee may attach his/her statement to any document within twenty (20) business days if he/she chooses not to file a grievance regarding such document or within ten (10) business days following final determination if he/she has filed a grievance regarding such document. On reviewing his/her personnel file, an employee may request and have any written warnings issued more than one year prior placed in an envelope and sealed in his/her personnel file except as such may be a part of an official permanent record. On the face of the sealed envelope it shall read "The contents herein shall be disclosed only upon written consent of the subject employee or by subpoena or other legal process from a public body of competent jurisdiction." The date the contents of the sealed envelope will be destroyed shall also appear on the face of envelope. That date shall be two (2) years from the date of issue of the documents in the sealed envelope. An employee on reviewing his/her personnel file, may request and have any written warnings or reprimand(s) issued more than two (2) years prior removed from his/her personnel file except as such may be a part of an official permanent record. All departments employing peace officers covered by the Peace Officers Bill of Rights shall comply with its provisions.