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HR Human Resources

This block covers activities relating to the employment of University personnel such as appointments, promotions and dismissals; leaves and holidays; compensation and rewards; staff training and development; benefits; staff planning; and staff relations and collective bargaining. Records contained in this block include documents concerning individuals, and correspondence of a policy or general nature.

CROSS REFERENCE:

HR001 - HUMAN RESOURCES - GENERAL

Activity:

To document matters related to general personnel management activities or matters not shown elsewhere in this block, exclusive of correspondence and documents relating to individual employees.  Material of a specific nature should be placed on the appropriate subject file.

HR025 - ACADEMIC ACTIVITY APPEALS

Activity:

To document the process of investigating allegations and disputes including progression from the informal stages through to appeals, inquiries and investigations and mediation.  Includes processes and appeals related to outside professional activities, issues of conduct including harassment, conflict of interest and intellectual property. 

Cross Reference(s):

HR035 - ACADEMIC LEAVE ADMINISTRATION

Activity:

To document the administration of academic leaves including research and scholarship leaves and professional fellowship leaves including external fellowships that are adjudicated and/or administered by the University.  Also to document the provision of other leaves including personal leaves, assisted study leaves, special leaves and secondments.  Records may include leave applications, committee adjudication decisions and appeals, approval of absence forms, and related correspondence.

Cross Reference(s):

HR080 - BENEFITS ADMINISTRATION

Activity:

To document the administration of employee benefits including health and dental plans, life and accidental death and dismemberment insurance, workers’ compensation, rehabilitation and disability programs, pension and retirement benefits, sick leave and holiday benefits, and flexible spending and wellness benefits.  Records may include sick leave and vacation control logs, absence reports and employee benefit records such as contracts with insurance carriers, insurance medical questionnaires, and benefit application forms, statements of claim for benefits and related documentation and correspondence.

Cross Reference(s):

HR105 - COMPENSATION

Activity:

To document the development of policies and procedures for hours of work, overtime and compensation including rates of pay, salary anomalies and adjustments and salary supplement programs.  May include discussions on administrative honoraria, compensation for overload teaching, variable pay and market supplements.

Cross Reference(s):

HR115 - COMPLAINTS - HUMAN RESOURCES

Activity:

To document concerns or complaints relating to individual employee performance.

Cross Reference(s):

  • For general letters of concern, criticism or complaint, including harassment see GV Complaints.
HR180 - EMPLOYEE FILES - ACADEMIC AND SENIOR ADMINISTRATIVE STAFF

Activity:

To document the work history of individual University academic staff. Records include curriculum vitae, transcripts, employment applications, recommendations for appointment and change in appointment, letters of appointment, contracts, confirmation of employment and salary letters, employment authorization records, secondment correspondence, fellowship notification records, research account applications, trust appointment records, leave applications, tenure applications, correspondence, sabbatical proposals, sabbatical applications, sabbatical background materials, sabbatical fellowship research grant applications, leave reports and correspondence, merit letters, copies of grant applications, award nominations and information on receipt of awards, overload duties and course load records, annual reports, benefits and pension records, letters of recommendation, appeals correspondence, tax forms, disciplinary letters, and RRSP deduction forms. 

Cross Reference(s):

Retention Rule(s):

HR185 - EMPLOYEE FILES - SUPPORT STAFF, MANAGEMENT AND PROFESSIONAL STAFF

Activity:

To document work history of individual University support staff, management, and professional staff including trust employees. Records include applications, résumés, appointment forms, appointment letters, appraisals and evaluations, performance feedback summaries, employee development plans, change notice forms, correspondence, personal data update forms, position analyses forms, confirmation of employment letters, long service forms, disciplinary letters, merit increment recommendations, leave documentation, resignation or termination letters, job profiles, insurance applications, pension documents, benefit applications, benefit plan cards, prior service status reports, adjustment printouts, tax forms, and RRSP deduction forms. 

Cross Reference(s):

Retention Rule(s):

HR200 - EMPLOYEE HEALTH AND WELLNESS

Activity:

To document programs that support the personal and physical wellbeing of employees; and to document the provision of advice, assistance and counselling services by internal and external consultants in order to foster a healthy, effective and positive work environment.  May include the investigative, mediation and conflict resolution processes such as facilitated joint consultation.

Cross Reference(s):

Retention Rule(s):

HR225 - EMPLOYMENT PROCESSES - ACADEMIC AND SENIOR ADMINISTRATIVE STAFF

Activity:

To document the committee processes by which senior administration and academic staff are appointed, evaluated and reviewed, promoted through the ranks or for tenure, or awarded emeritus status.  Also includes the development of policies and procedures related to these processes, and appeals of these processes.  Records may include appointment recommendations, nomination memos, appointment announcements, candidate lists, curriculum vitae, letters of reference, committee records relating to the search, selection, promotion, and review processes, and policies and procedures on these matters.

Cross Reference(s):

Retention Rule(s):

HR230 - EMPLOYMENT PROCESSES - SUPPORT STAFF, MANAGEMENT AND PROFESSIONAL STAFF

Activity:

To document the selection, review and termination processes, including dismissals, for support staff and the hiring of consultants; and to document the development of policy regarding matters such as recruitment, performance appraisals and reviews, and probationary and notice periods, retirements, resignations, separations and layoffs.  Records may include requests for staff, employment applications, advertisements for positions, eligible lists for filling positions, policies and background material to policies, and related correspondence.

Cross Reference(s):

Retention Rule(s):

HR250 - FACULTY DISMISSALS

Activity:

To document the process by which academic appointments are terminated by dismissal either for cause, financial exigency or redundancy.  May include appeals related to the dismissal process and policies and procedures related to these processes. 

Cross Reference(s):

HR275 - GRIEVANCE ADMINISTRATION

Cross Reference(s)Activity:

To document the grievance and arbitration process.

Cross Reference(s):

HR350 - LABOUR RELATIONS

Activity:

To document the management of employee relations, and the development, negotiation and bargaining processes for collective agreements and staff contracts.  Also to document the provision of advice, assistance or advocacy, including pay and employment equity issues.  Records may include collective agreements or contracts, guidelines and interpretations, and negotiation records, employment equity standards and policies and documentation on their implementation.

Cross Reference(s):

HR525 - POSITION PLANNING

Activity:

To document the position placement review process for both academic and support staff positions, including the development and review of job profiles, the placement of positions within specific market zones or classification areas, and determining and recommending the reallocation of funds from vacant continuing positions.  Records may include policies and procedures on classification of positions, job descriptions and job profiles, classification standards, and recommendations for position planning.

Cross Reference(s):

HR600 - REFERENCE LETTERS

Activity:

To document letters of reference written by administrators for employees and students. 

Cross Reference(s):

HR685 - TRAINING AND DEVELOPMENT

Activity:

To document the planning and provision of training and development opportunities for university staff through university sponsored and organized courses, including new staff and faculty orientation.  Records may include correspondence relating to the administration of training functions, activities, and courses; and overall programming and scheduling of training and development plans.

Cross Reference(s):