Employee Records

Administrative Procedure No.509

Background

A personnel file is maintained for each employee in the school division. The file is located in the Central Office as a private and confidential record. Only necessary information is kept in the file. All items contained in the file are with the knowledge of the employee.

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

Procedures

  1. All items in a personnel file are to be there with the knowledge of the employee.

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  2. Employee access to personnel files is permitted subject to the following:

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    1. A request by an employee to view his/her file is to be directed to the Director of Education .

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    2. The file is to be examined in the presence of the appropriate supervisor or designate.

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    3. The file may not be removed from the office.

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    4. Approval of the appropriate supervisor is necessary for an employee request for amendment, deletion, or copying of any material contained in the file. This request is to be responded to in accordance with the Local Authority Freedom of information and Protection of Privacy Act.

      5. http://www.qp.gov.sk.ca/documents/English/Statutes/Statutes/L27-1.pdf

       

    5. The employee is to acknowledge the examination of the file by signing a dated statement to that effect.

     

  3. Access is limited to payroll representatives and supervisors on a need to know basis.

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  4. 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, Administrative Policy 708.