1999-020
Leave Application Files
All University Departments (General Records Series)
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| All departments holding these records: | CY application decision concluded + 1 year | Nil | CY application decision concluded + 1 year | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records relating to employee applications for leave from their work.
Records may include application forms and supporting documentation, correspondence, memoranda, CVs, resumes, and reports.
This schedule covers the various types of leave applications, including sabbatical, leave of absence, exchange, sick leave, and parental leave. Procedures for applying and approving leave differ depending on bargaining unit and on the type of leave sought.
This series is a Personal Information Bank; click here for PIB description.
These records are created, used, retained and managed in accordance with the following authorities:
The FOI/POP Act (RSBC 1996, c. 165, s. 31) requires that personal information used to make a decision that directly affects an individual must be kept for at least one year. A record of the leave application and copies of decision letters are retained on the applicant's personnel file (see below). Beyond the total retention period, the working case records have no further administrative value.
The file is considered closed when the final decision is concluded and all appeals are exhausted. Retain for one additional year, then destroy. In the event of an appeal to an external jurisdiction (e.g. Human Rights Commission or lawsuit) within this time period, retain the records with the related legal files. Legal files are generally selected for archival retention.
At the end of the total retention period (CY application final decision concluded + 1 year) and before the records are destroyed, the departments should review their files and ensure that the following records are pulled and transferred to the employee's personnel file:
- Letters or applications forms completed the employee applying for leave. - Letters from the employee or other party initiating an appeal of a decision. - Medical certificates supporting a sick leave application. - Copies of all decision letters or forms sent to the employee at the various stages in the application process (e.g. from the Chair, Dean, Study Leave Committee, President).
Committees involved in the review process should ensure that the minutes of their deliberations are kept separate from the case files. Keep a copy of the minutes in the case file if necessary, but maintain the original minutes as a separate series. This schedule only applies to the individual case file. Minutes and other committee records have long-term value beyond the particular case and will be scheduled under a separate RRSDA.
Do not send these records to the University Records Centre (URC). Records contain sensitive personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.
RRSDA is in force.
Approved by the University Archivist: 9 Nov 2000