19.1

Data pertaining to the employment of a member will be placed in an official Personnel File in the Human Resources Office. The data may include the usual pre-employment materials (e.g., college transcripts, letters of application, curriculum vitae, letters of reference), evaluation and observation reports, correspondence, copies of materials reflecting professional development and achievements, copies of materials reflecting the member's salary history, and such other materials as the Employer deems appropriate. It is the member's responsibility to ensure that his/her file in Human Resources is updated periodically.

19.2

References to voluminous and/or bulky materials may be substituted for the originals by the University. The member must be notified of any such substitution.

19.3

No anonymous material, except for the results of mutually agreed evaluation procedures, shall be kept by the Employer concerning any member.

19.4

Deans/Directors and the Vice-President (Academic & Research) may maintain working files, a list of which will be included in the personnel file.

19.5

Each member or his/her duly authorized representative shall have the right of access to his/her official file and working files, with the exception of confidential information therein, during regular office hours and upon written request to the President. For the purposes of this Article, "confidential information" means only signed letters of reference solicited at the time of appointment (unless the authors have provided written authorization for their release to the individual).

19.6

A member may be required to produce identification to gain access to his/her file.

19.7

Personnel files may not be removed from the Human Resources Office, nor working files from their respective repositories.

19.8

The member shall have the right to have included in his/her file his/her written comments on the accuracy or the meaning of any of the contents of his/her personnel file, and to add any documents to the file that he/she deems relevant. A member shall have the right to have removed from his/her personnel file any material which he/she can show is false, unsubstantiated or not related to work performance. Any disputes between the member and the Employer on the removal of material from the member's file will be referred to the Joint Administrative Committee for resolution.

19.9

The member, upon written request to the President and at his/her own expense, may obtain one (1) copy of each document to which he/she has the right of access.

19.10

Access to a member's file shall be restricted to the member or his/her duly authorized representative and to duly authorized officers of the Employer.

19.11

The Employer agrees not to release any information from a member's file except when required by law, and in any case, without the member concerned having the opportunity to verify the information before it is released.

19.12

The Employer agrees not to release any information from a member's file to any person, agency, body, or institution other than Statistics Canada unless:

1. The agency is covered by legislation and safeguards comparable to that of Statistics Canada, or
2. If such legislation is not in existence, without prior written consent of the member.