Personnel Files: Teaching Support Staff Union (TSSU) Employment Files

Function

Human Resources

PIB

PIB-055

RRSDA Number

1999-045

Department

All University Departments

Description, purpose and use of records

Records documenting the employment history of employees belonging to the Teaching Support Staff Union (TSSU) bargaining unit.

Records are organized as individual case files and may include letters of appointment and appointment forms; resumes and CVs; evaluations of the employee performance by faculty supervisors; disciplinary notices and reports; correspondence, memoranda, and email.

Do not apply this schedule to the evaluation forms completed by students assessing the course and the TSSU instructor鈥檚 performance. These records are scheduled separately under RRSDA 1999-006, Instructor / Course Evaluations: TSSU Employees.

Retention periods

Records	Active Retention	Semi-Active Retention	Total retention	Final disposition
All departments holding these records	Last employment contract + 2 years	5 years	Last employment contract + 7 years	Destroy

Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments

Authorities

These records are created, used, retained and managed in accordance with the following authorities:

Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
BC Human Rights Code (RSBC 1996, c. 210)
BC Labour Relations Code (RSBC 1996, c. 244)
Employment Standards Act (RSBC 1996, c. 113)
Limitation Act (RSBC 1996, c. 266)
911吃瓜 Policy A 12 Series, Other Academic Appointments
Collective Bargaining Agreement: TSSU

Retention rationale

Retention for 7 years after termination of last employment contract is sufficient to meet the university's obligations under the Freedom of Information and Protection of Privacy Act (RSBC 1996, c.165), the Employment Standards Act (RSBC 1996, c.113), the Limitation Act (RSBC 1996, c.266), and the TSSU Collective Bargaining Agreement (1998-2001).

Retention and filing guidelines

Departments should keep TSSU Employment Files separate from their student academic files and from grievance files. In the event of a grievance, open a file with the employee's name and store it with other grievance files.

TSSU Employment Files should also be kept separate from the evaluation forms completed by students assessing the course and instructor鈥檚 performance. As per the TSSU Collective Bargaining Agreement (1998-2001), Article XIX (A), the evaluation forms are part of an individual鈥檚 general "employment file." However, these are different record types having different retention requirements which are easier to apply if the records are kept as physically separate blocks of files. See RRSDA 1999-006, Instructor / Course Evaluations: TSSU Employees.

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Archives and Records Management