6-300 HUMAN RESOURCES FILES
Approved January 2009

POLICY

The Agency maintains a confidential, current and accurate Human Resources file on each staff, volunteer and student.

PROCEDURE

All files will contain, where applicable, an application for employment, qualifications, and records of commendations or disciplinary actions, name of person to be contacted in case of emergency, verification of academic credentials, agreed terms of employment, job description, criminal reference checks, medical examination form including proof of immunizations, list of training, performance evaluations and termination summary.

Staff will be notified by his/her immediate Supervisor, in writing and in person, of any unfavourable information or evaluation placed in his/her file.  Staff are entitled to submit written information for his/her file in response to, or in conjunction with, any other information contained in his/her file.

The Human Resources Administrator is responsible for establishing, maintaining and updating the Human Resources files in co-operation with the relevant Service Directors.

Staff are responsible for keeping Human Resources informed of any changes in staff information, such as change of address, change of beneficiary, name and phone number of contact person, etc.

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