Board Policies & Administrative Procedures

Administrative Procedure 402: PERSONNEL RECORDS

Background

For the official purposes of the Division, the Superintendent shall maintain a personnel file on each employee.

Procedures

1. The employee's personnel file may contain:
   1. Pre-employment materials, including correspondence associated with the applications, curriculum vitae, transcripts, letters of reference, and placement documents.
   2. Copies of letters relating to Division actions respecting the employee, including initial appointment, sabbatical leaves, leaves of absence, administrative appointments.
   3. Correspondence between the employee and Division Office.
   4. Materials respecting professional development and performance.
   5. Materials used for payroll purposes.
       
2. A personnel file shall not contain any anonymous (unsigned) items.
    
3. Confidential letters placed on an employee’s personnel file shall be placed in a sealed envelope and countersigned on the outside seal of the envelope by the author of the letter.  
   1. Such letters are confidential and shall remain sealed unless opened by the author, or successor.
   2. Any confidential letter originating at the school level shall be sealed and counter-signed by the Superintendent
       
4. Upon request to the Superintendent, the employee, or his/her duly authorized representative shall have the right to examine the contents of his/her personnel file.
   1. Such examination shall be in the presence of the Superintendent.
   2. The employee shall not be allowed to remove the personnel file, or any original part thereof, from Division Office.
   3. The employee shall have the right to include written comments on the accuracy of the meaning of any of the contents of the personnel file.
   4. The employee may add relevant documents to the file.
       
5. Access to personnel files is restricted to the Superintendent and those authorized by the Superintendent.
   1. Requests for access to a personnel file, or to information contained in a personnel file, shall be dealt with in accordance with this Administrative Procedure and the Freedom of Information and Protection of Privacy Act (FOIPP) to the extent that it may apply.
       

Reference

Section 33,52,53,68,197,204,222,225 Education Act

Alberta Human Rights Act

Freedom of Information and Protection of Privacy Act (FOIPP)

Personal Information Protection Act (PIPA)

Canadian Charter of Rights and Freedom

Access to Information Bulletin 3.2.5

Administrative Records Disposition Authority by the Government of Alberta (ARDA)

Approved: August 21, 2018

Last Updated: October 29, 2019