1999-045
Personnel Files: Teaching Support Staff Union (TSSU) Employment Files
All University Departments (General Records Series)
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| All departments holding these records | CY of last employment contract + 2 years | 5 years | CY of last employment contract + 7 years | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
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.
The following employees belong to the TSSU bargaining unit: teaching assistants, sessional instructors, and distance education tutors, markers, and (when not faculty) supervisors.
The current Collective Bargaining Agreement (CBA) with the TSSU stipulates that:
- no records relating to the employee's academic performance or standing are to be kept on his or her employment file (CBA 1998-2001: Article XIV, section C);
- no records relating to a grievance are to be kept on the employment file (CBA 1998-2001: Article XIV, section D).
Do not apply this schedule to the evaluation forms completed by students assessing the course and the TSSU instructor’s performance. These records are scheduled separately under RRSDA 1999-006, Instructor / Course Evaluations: TSSU Employees.
This series is a Personal Information Bank; click here for PIB description.
These records are created, used, retained and managed in accordance with the following authorities:
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).
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’s performance. As per the TSSU Collective Bargaining Agreement (1998-2001), Article XIX (A), the evaluation forms are part of an individual’s 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.
RRSDA is in force.
Approved by the University Archivist: 14 Jan 2000