Directory of University Records
Model File Classification Plan
Human Resources
Records relating to the management of university faculty, staff and contractors. By default, these records are scheduled under RRSDA 1999-005, General Administrative, Program and Subject Files. Exceptions are noted in brackets, with a link to the over-riding RRSDA. See scope notes for more detailed description.
- Human Resources (General)
- Policy, Procedures, Standards
- General
- Planning
- Reports and Statistics
- Special Projects
- Reference and Information Files
- Employee Relations
- Policy, Procedures, Standards
- General
- Collective and Framework Bargaining Agreements
- Bargaining Unit General Correspondence
- APSA
- CUPE
- Polyparty
- SFUFA
- TSSU
- Grievances
- Policy, Procedures, Standards
- General
- Grievance Case Files
- Job Description, Classification and Compensation
- Policy, Procedures, Standards
- General
- Job Descriptions
- Position Evaluation Case Files (RRSDA 1997-014)
- Occupational Health and Safety
- Policy, Procedures, Standards
- General
- Accident Reports (RRSDA 1998-032)
- Inspections
- Workers Compensation Board Claims Files
- Pensions and Benefits
- Policy, Procedures, Standards
- General
- Pensions and Benefits Files
- Personnel Files
- Policy, Procedures, Standards
- General
- Academic Personnel
- Independent Contractors (RRSDA 1997-037)
- Non-Academic Employees
- Teaching Support Staff Union (TSSU) Employees (RRSDA 1999-045)
- Work Study Students (RRSDA 1997-037)
- Other Employees
- Professional Development
- Policy, Procedures, Standards
- General
- Professional Development and Training Files
- Recruitment and Hiring
- Policy, Procedures, Standards
- General
- Competition Files
- Potential Recruits
- Unsolicited Applications (RRSDA 1999-066)
- Work Schedules and Absences
- Policy, Procedures, Standards
- General
- Bi-weekly Time and Absence Reports (RRSDA 2001-002)
- Leave Application Files (RRSDA 1999-020)
- Work Schedules
- Vacations
- Work Study Program
- Policy, Procedures, Standards
- General
- Work Study Proposals
- Work Study Student Personnel Files (RRSDA 1997-037)
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Scope notes
- Human Resources (General)
- Use for records relating to university and departmental human resources in general but which do not fall under any other primary in this subject heading. Note that the secondaries "Policy, Procedures, Standards," "General," "Planning," "Reports and Statistics," "Special Projects," and "Reference and Information Files" can also be attached to any other primary if needed. See How to Use the Model Classification Plan for more details regarding generic secondaries.
- Employee Relations
- Use for records relating to employee relations and general correspondence with employee bargaining units.
- Grievances
- Use for correspondence, memoranda, forms, reports and other records relating to individual grievances under the employee's Collective Bargaining Agreement. Open a separate file for each grievance; close when the grievance is concluded.
- Job Description, Classification and Compensation
- Use for records relating to the establishment, maintenance and review of job descriptions, classifications and compensation. Use "Position Evaluation Case Files" for the working records of a position establishment or review. A separate series of Job Descriptions (including current and superseded or obsolete descriptions) should be maintained to facilitate review. Open one file for each position. When a new job description is signed by the employee, put the signed original on the employee's personnel file and a copy on the Job Description file. Attach to each file an Appointment Log sheet to record the names of the persons appointed to the position and the dates of their appointment. Close files at the end of the calendar year they become too full (about 3 cm).
- Occupational Health and Safety
- Use for records relating to employee health and safety issues. Accident Reports are scheduled under RRSDA 1998-032.
- Pensions and Benefits
- Use for records relating to employee pension and benefits.
- Personnel
- Use for records documenting the employment history of individuals hired for departmental positions. Personnel files close when the employee's employment is terminated.
- Professional Development
- Use for records relating to employee training and professional development.
- Recruitment and Hiring
- Use for records relating to the filling of departmental academic and non-academic positions. Competition files are scheduled under separate RRSDAs depending on category of appointment and may be maintained with Search Committee records; see under the subject heading Committees.
- Work Schedules and Absences
- Use for records relating to employee work schedules, vacations and leaves.
- Work Study Program
- Use for records relating to the employment of students under the Work Study Program. The personnel files of work study employees can be maintained here or with the department's other personnel files.
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Page created May 22, 2001