Personnel Files
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HUMAN RESOURCES MANUAL
POLICY
PERSONNEL FILES
ACCESS
1. The AIDS Committee of Toronto (ACT) personnel files are in a secure location and held in strict confidence.
2. Employees may review their own files in the presence of their supervisors, the Executive Director, or the Human Resources Coordinator.
3. Documents from personnel files may not be removed from the premises.
ACTIVE PERSONNEL FILES
Contents of an active personnel file include, but are not limited to,:
- job task list
- application and resume
- letter of offer/acceptance including signed confidentiality statement
- new employee details forms
- voided cheque(s) for direct deposit purposes
- payroll documentation including:
- TD-1, Benefit Enrolment, and
- Beneficiary and Pension forms (signed two years after first day of employment
- emergency contacts
- doctor's certificates where requested by ACT
- correspondence/records pertaining to an employee's short term-term disability
- list of security swipe cards, keys, passwords and codes (phone and computer)
- signed orientation checklist
- performance evaluations
- supervision sheets/notes (if any)
- change of status/address/job transfers
- letters of commendation/reprimand/complaint
- records of disciplinary action (Note: Records of disciplinary action are removed by the Executive Director from the personnel file two years following the date of discipline, provided the employee's record has been discipline free for that two year interval.)
INACTIVE PERSONNEL FILES
Inactive personnel files may also include:
- a letter of resignation
- Record of Employment (ROE) form
- correspondence relating to any settlement, e.g., vacation, severance and/or pension payouts.
RETENTION
Personnel files are retained for ten years following an employee's termination of employment at ACT.
Revised 1999
