Employee Files – Continuing Education Contract Instructors | Archives and Special Collections

Employee Files – Continuing Education Contract Instructors – Archives and Special Collections

Employee Files – Continuing Education Contract Instructors

UCLASS Primary: HR 185 – Employee Files – Support Staff, Management and Professional Staff

Retention Rule Number: Specific Retention Rule 2014.06

Function/Activity: To document the employment history of individual contract instructors in Continuing Education, including hiring and compensation.

Description/Type of Records: Résumés or curricula vitae, correspondence, reference letters, reference checks, course proposals, contracts, administrative information, approved list of courses, and lists of courses taught by particular instructors. Also includes Registry of Contractors.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Program Area, Continuing Education Registry of Contractors: Retain until the administrative value is depleted.

 

Employee Files: (paper and electronic on computer drives) 4 years after last teaching engagement.

Registry of Contractors: Confidential deletion

 

Employee Files: (paper and electronic on computer drives) Confidential shred or deletion

Restrictions:
Access to this series shall be limited to those with the authority for the following purposes:

  1. File and/or case management.
  2. Legal review.

Citations:
Freedom of Information and Protection of Privacy Act, s.34(b)
Limitations Act, L-12, s.3 (1).

Records Management Instructions:
For Office of Primary Responsibility (OPR):
All records containing confidential contractor information must be filed securely, either in secure filing cabinets or computer drives, or uploaded into the database.  For example, all confidential personal information in the form of resumes must be transferred to Destiny One immediately upon receipt in email.

Approval Information:

  • Sheila LeBlanc, Director, Continuing Education
  • Jo-Ann Munn Gafuik, Senior Specialist, Policy and FOIP
  • Lisa Atkinson, University Records Committee (Chair)

21 October 2015