Employee Files

Policy

1. The Ontario Employment Standards Act requires employers to maintain an employment file for all employees. Such files are initiated, maintained and stored in Human Resources.
2. You are permitted to examine your personnel file with the assistance of the Human Resources Department. If you wish to do so, contact the Human Resources Department and a representative will accompany you while viewing your file. Reasonable notice to view a file must be given.
3. You may not remove any documents from the file for photocopying or for any other purpose. If you wish to have a copy of a document, speak to the Human Resources Department.
4. Your Manager and/or the President and Vice-Chancellor may review your file at any time. If you apply for a position internally, the hiring Department Head may also review your file.
5. The collection, use, and disclosure of your personal information by the University will be protected by, and dealt with, in accordance with the principles enshrined in privacy legislation such as the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and other provincial privacy legislation.
6. Files for former employees will be maintained for the time period required by all applicable legislation.

Procedures

1. Please keep your employee file up-to-date by notifying the Human Resources Department of any changes concerning the following:
   1. address and telephone number,
   2. person to be notified in case of emergency,
   3. legal name,
   4. marital status,
   5. dependent information,
   6. taxation forms,
   7. beneficiary (i.e. insurance),
   8. education and/or degrees;

If you wish to correct any information recorded in your file, you should complete the appropriate form (e.g. for insurance, etc.) and forward it to the Human Resources representative. The Human Resources Department will inform you of any action taken.

1. Outside organizations such as banks, retail stores, and finance companies may, upon your request and written authorization, or where required by law, receive appropriate information from your employee file.
2. Your employee file may consist of:
   1. your employment application, resume, letter of acceptance, etc.;
   2. your wage, salary, and work history;
   3. personal information – hire date, birth date, information for pay deductions, address, home phone number, etc.;
   4. TD1 or other required tax forms;
   5. names of people to contact in case of an accident or illness while at work;
   6. awards, commendations, and disciplinary history;
   7. attendance records;
   8. benefit information;
   9. performance evaluations; or
   10. work incident reports, letters of expectation or letters of discipline.

Any medical information relating to a short or long-term disability leave will be kept in a separate file, apart from your personnel file.