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(s)
- For the financial management of human resources, see FM Budget Development.
- For the reporting of hours of work and the administration of support staff leaves and vacations, see AD Office Support.
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.
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)
- For appeals relating to appointments and reviews, see HR Employment Processes – Academic and Senior Staff.
- For appeals relating to academic leaves, see HR Academic Leave Administration.
- For appeals relating to dismissals, see HR Faculty Dismissals.
- For disciplinary matters that have progressed to the grievance and arbitration stage, see HR Grievance Administration.
- For the outcomes of disciplinary actions, see HR Employee Files.
- For matters related to other mediation services, see HR Employee Health and Wellness.
- For integrity in scholarly activities matters, see GV Complaints.
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)
- For the provision of leaves for support staff, see AD Office Support.
- For matters related to specific employees, see HR Employee Files – Academic and Senior Staff.
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)
- For matters related to employee health and wellness including dispute resolutions and counseling, see HR Employee Health and Wellness.
- For professional expense reimbursements, see FM Expense Allowance.
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)
- For matters related to specific employees, see HR Employee Files – Support Staff, Management and Professional Staff or HR Employee Files – Academic and Senior Administrative Staff.
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.
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)
- For matters related to the committee processes for the appointments, evaluations, reviews and promotions of senior administrative and academic staff, see HR Employment Processes – Academic and Senior Administrative Staff.
- For matters related to the dismissal of senior administrative and academic staff, see HR Faculty Dismissals.
- For vacation and leave scheduling, see HR Academic Leave Administration.
- For concerns related to employee performance, see HR Complaints – Human Resources.
Retention Rule(s):
- Employee Files – Academic and Senior Administrative Staff (Specific Retention Rule 98.0016)
- Employee Files – Academic and Senior Administrative Staff (Faculty of Medicine) (Specific Retention Rule 2000.04)
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. s.
- For the selection, review and dismissal process for non-academic staff, see HR Employment Processes – Non-Academic Staff.
- For concerns or complaints related to employee performance, see HR Complaints – Human Resources.
Retention Rule(s):
- Employee Files – Support Staff, Management & Professional Staff (Specific Retention Rule 98.0017)
- Employee Files – Continuing Education Contract Instructors (Specific Retention Rule 2014.06)
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):
- For mediation services at the grievance or arbitration stage, see HR Grievance Administration.
Retention Rule(s):
- Staff Wellness Client files (Specific Retention Rule 2013.06)
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):
- For the outcomes of these processes as they relate to individual employees, see HR Employee Files – Academic and Senior Administrative Staff.
- For secondments and research leaves, and appeals related to these processes, see HR Academic Leave Administration.
- For the dismissal process of academic staff including appeals, see HR Faculty Dismissals.
Retention Rule(s):
- Academic Recruitment and Selection process (Specific Retention Rule 2010.04)
- Appointment and Reappointment of Senior Administrative Officers (Specific Retention Rule 2013.02)
- Presidential Review Records (Specific Retention Rule 2000.14)
- Presidential Review Records (Specific Retention Rule 2000.15)
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):
- For performance appraisals, reviews and dismissals of specific employees, or employment records of successful candidates, see HR Employee Files – Support Staff, Management and Professional Staff.
- Resumes (Specific Retention Rule 98.0019)
Retention Rule(s):
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):
- For the dismissal of support or management and professional staff, see HR Employment Processes – Support Staff, Management and Professional Staff.
- For matters related to grievance and arbitration procedures, see HR Grievance Administration.
Activity:
To document the grievance and arbitration process.
Cross Reference(s):
- For appeals and formal and informal investigations and inquiries, see HR Academic Activity Appeals.
- For matters that have progressed to the formal legal stage, see GV Litigation Protection & Legal Advice.
- For matters related to other mediation services, see HR Employee Health and Wellness.
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):
- For matters related to grievance and arbitration procedures, see HR Grievance Administration.
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):
- For employment processes including recruitment, selection and reviews, see HR Employment Processes – Academic and Senior Administrative Staff, or HR Employment Processes – Support Staff, Management and Professional Staff.
- For matters related to specific employees, see HR Employee Files – Academic and Senior Staff, or HR Employee Files – Support Staff, Management and Professional Staff.
Activity:
To document letters of reference written by administrators for employees and students.
Cross Reference(s):
- For reference letters related to academic matters, see AC Academic References.
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):
- For the planning and administration of University-sponsored conferences and seminars, see CR Conference Planning.
- For teaching development, see AC Teaching Skills Development.