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Horizon School Division
Creating a better world, one student at a time.
AP 407 - Employee Records
Background

A personnel file will be maintained for each employee of the Division.  The file will be kept at the Division Office as a private and confidential record and maintained by Human Resource Services.

Employees have right to access their personnel file, as well as the right to seek correction of information contained in their file.

Procedures

1.  Human Resource Services will be responsible for the administration and maintenance of employee files as well as decision-making regarding access to employee information.

2.  Employee files can be in electronic or paper format.

3.  Professional staff may access their individual file in accordance with the Provincial Collective Bargaining Agreement.

4.  Support staff may access their individual personnel file in accordance with the terms of any applicable collective agreement, working conditions or contract/letter of offer.

5.  If an agreement or contact is silent in accessing an individual personnel files, any employee may access their individual file under the following conditions.
5.1.  A request by the employee to view their individual file is to be directed to the Deputy Director of Education (or designate).  Employees must arrange a mutually acceptable time to view the file.
5.2.  The file is to be examined by the employee in the presence of Human Resource Services.
5.3.  The file shall not be removed from the Division Office.
5.4.  Approval from the Director of Education (or designate) is necessary for an employee request for amendment, deletion or duplication of any material contained in the file.
5.5.  The employee is to acknowledge the examination of the file by signing a dated statement to that effect which will be placed in the employees personnel file.
6.  Access to information on employees by any other person is subject to compliance with The Local Authority Freedom of Information and Protection of Privacy Act.
 

Reference:  Sections 85, 87, 108, 109 The Education Act
Local Authority Freedom of Information and Protection of Privacy Act

March 28, 2011
Revised February 15, 2017