2003-008
Teaching Support Staff Union (TSSU) Work Performance Reports
All University Departments (General Records Series)
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Teaching Support Staff Union (TSSU) Work Performance Reports | CS + 2 semesters | 5 years | CY records transferred to Archives + 5 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 relating to the negative evaluation of a Teaching Support Staff Union (TSSU) employee, segregated from the employee's employment file, and sealed in the Archives and Records Management Department.
In accordance with the Collective Agreement between the University and the TSSU, reports which express dissatisfaction with a TSSU employee's work performance or work-related conduct are copied to the employee's employment file maintained by the home department. The employee is given the opportunity to respond in writing to such reports and have his/her response also placed on file. If after two subsequent teaching semesters, no further written reports which express dissatisfaction with the employee's work performance or work-related conduct have been added to the employment file, upon the request of the subject of the written reports, the reports and all associated documentation shall be removed from the employment file and sealed in the Archives and Records Management Department. If the employee is subsequently found to have demonstrated unsatisfactory work performance or work-related conduct this documentation may be unsealed and taken into account in hiring, discipline, discharge or any related matters. Otherwise the reports and all associated documentation will be destroyed after five years under seal.
Records include performance reports, replies to the complaints made in the reports and correspondence.
See also: - RRSDA 1997-057, Grievance Case Files (under review) - RRSDA 1999-045, Personnel Files: Teaching Support Staff Union (TSSU) Employment Files
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:
In accordance with the Collective Agreement between the Teaching Support Staff Union (TSSU) and the University, all records relating to a TSSU employee's negative work performance or work-related conduct are to be segregated from the employee's employment file and transferred, under seal, to the Archives and Records Management Department if: 1) after two subsequent teaching semesters no further written reports have been added to the employment file; and 2) the subject of the performance report(s) requests the records be segregtaed from his/her employment file. The records are destroyed after five years under seal in the Archives as mandated by the Collective Agreement (see Article XIX G.2.a.).
TSSU employment files are created, maintained and used by the home departments of the employees. The departments are responsible for segregating the written reports expressing dissatisfaction with an employee's performance or work-related conduct and all associated documentation (correspondence, employee written responses to accusations, etc.) after the expiration of the active retention period (CS + 2 semesters) and at the request of the subject of the performance report(s). See Article XIX G.2.a. of the Collective Agreement.
Do not confuse these records with the official personnel files of TSSU employees (RRSDA 1999-045) or grievance case files (1997-057).
At the end of the active retention period (CS + 2 semesters), box and transfer the records to the University Records Centre (URC). For each box prepare a box contents listing, itemizing all files contained in the box. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for your own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).
RRSDA is in force.
Approved by the University Archivist: 3 Jul 2003