| Name | Employee Well-being—Case Files |
| Location | Human Resources and Employee Relations |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, occupation, address, email address, telephone number, employee number, accident reports, medical information, absence reports, accomodation forms, consent to release information forms, claims and correspondence |
| Uses | To document accidents involving employees, short-term absences, long-term disability, accomodation and Workplace Safety and Insurance Board claims |
| Users | Staff, local managers and supervisors in relevant offices, and Human Resources and Employee Relations |
| Individuals in Bank | Faculty, staff |
| Retention & Disposal | 15 years after report or action completed, then destroy |
| See Also | HRS62 Employee Well-being – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Full-time Academic Employee Files |
| Location | Offices of the Dean, Principal, University Librarian, and the President for all records except payroll, pension and benefits; Human Resources and Employee Relations for payroll, pension and benefit records |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, occupation, address, email address, telephone number, employee number, date of birth, education information, emergency contact information, names and dates of birth of beneficiaries and dependants, Social Insurance Number, benefit options, salary, employee and benefit transactions, disciplinary action, passport number, birth certificate, citizenship card, images |
| Uses | To manage full-time academic employee related appointments and financial records |
| Users | Staff, local managers and supervisors in relevant offices, and Human Resources and Employee Relations |
| Individuals in Bank | Faculty |
| Retention & Disposal | Permanent |
| See Also | HRS30 Full-time Academic Employee Files for a full description of the file class to which this PIB belongs |
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| Name | Grievances and Appeals Records—Case Files |
| Location | Human Resources and Employee Relations |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, occupation, nature of grievance or appeal, submissions, records of meetings and correspondence |
| Uses | To document adjudication of grievances |
| Users | Human Resources and Employee Relations |
| Individuals in Bank | Faculty, staff |
| Retention & Disposal | 25 years after case resolved, then destroy |
| See Also | HRS55 Grievances and Appeals – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Grievances and Appeals Records—Case Files—Awards and Settlements |
| Location | Human Resources and Employee Relations |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, arbitration awards, minutes of settlement and memoranda of agreement |
| Uses | To document awards and settlements from the adjudication of grievances |
| Users | Human Resources and Employee Relations |
| Individuals in Bank | Faculty, staff |
| Retention & Disposal | Permanent |
| See Also | HRS55-05 Grievances and Appeals – Case Files – Awards and Settlements for a full description of the file class to which this PIB belongs |
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| Name | Health and Safety Program Records—Case Files |
| Location | Occupational Health and Safety |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, medical information |
| Uses | To aid in compliance with health and safety legislation and standards |
| Users | Occupational Health and Safety |
| Individuals in Bank | Faculty, staff |
| Retention & Disposal | 40 years from time of test, then destroy |
| See Also | HRS61 Health and Safety Programs – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Part-time Academic Employee Files |
| Location | Hiring units for all records except payroll, pension and benefits; Human Resources and Employee Relations for payroll, pension and benefit records |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, occupation, address, email address, telephone number, employee number, date of birth, education information, emergency contact information, names and dates of birth of beneficiaries and dependants, Social Insurance Number, benefit options, salary, employee and benefit transactions, passport number, birth certificate, citizenship card, images |
| Uses | To manage part-time academic employee related appointments and financial records |
| Users | Staff, local managers and supervisors in relevant offices and Human Resources and Employee Relations |
| Individuals in Bank | Faculty |
| Retention & Disposal | Permanent for those eligible for pension and benefits; 15 years after termination for others, then destroy |
| See Also | HRS32 Part-time Academic Employee Files for a full description of the file class to which this PIB belongs |
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| Name | Part-time Academic Employee Discipline Records |
| Location | Local offices |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, occupation, nature of incident, decision, disciplinary action |
| Uses | To document the discipline, suspension or discharge of part-time academic employees |
| Users | Staff, local managers and supervisors in local offices |
| Individuals in Bank | Faculty |
| Retention & Disposal | 15 years after termination, then destroy |
| See Also | HRS32-05 Part-time Academic Employee Files – Discipline Records for a full description of the file class to which this PIB belongs |
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| Name | Permanent Non-Academic Employee Files |
| Location | Human Resources and Employee Relations, York University English Language Institute |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, occupation, address, email address, telephone number, employee number, date of birth, education information, emergency contact information, names and dates of birth of beneficiaries and dependants, Social Insurance Number, benefit options, salary, employee and benefit transactions, staff awards, performance evaluations, training courses, passport number, birth certificate, citizenship card, images |
| Uses | To manage full-time non-academic employee related appointments and financial records |
| Users | Staff, local managers and supervisors in relevant offices and Human Resources and Employee Relations |
| Individuals in Bank | Staff |
| Retention & Disposal | Permanent |
| See Also | HRS34 Permanent Non-Academic Employee Files for a full description of the file class to which this PIB belongs |
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| Name | Permanent Non-Academic Employee Discipline Records—CUPE 1356 |
| Location | Human Resources and Employee Relations |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, occupation, nature of incident, decision, disciplinary action |
| Uses | To document the discipline, suspension or discharge of CUPE 1356 members |
| Users | Staff, local managers and supervisors in relevant offices and Department of Human Resources and Employee Relations |
| Individuals in Bank | Staff |
| Retention & Disposal | 1 year after date of record, then destroy |
| See Also | HRS34-05 Permanent Non-Academic Employee Files – CUPE 1356 Discipline Records for a full description of the file class to which this PIB belongs |
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| Name | Permanent Non-Academic Employee Discipline Records—IUOE 772 |
| Location | Human Resources and Employee Relations |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, occupation, nature of incident, decision, disciplinary action |
| Uses | To document the discipline, suspension or discharge of IUOE 772 members |
| Users | Staff, local managers and supervisors in relevant offices and Department of Human Resources and Employee Relations |
| Individuals in Bank | Staff |
| Retention & Disposal | 18 months after date of record, then destroy |
| See Also | HRS34-06 Permanent Non-Academic Employee Files – IUOE 772 Discipline Records for a full description of the file class to which this PIB belongs |
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| Name | Permanent Non-Academic Employee Discipline Records—YUSA Unit 1 |
| Location | Human Resources and Employee Relations |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, occupation, nature of incident, decision, disciplinary action |
| Uses | To document the reprimand, demontion, suspension or discharge of YUSA Unit 1 members |
| Users | Staff, local managers and supervisors in relevant offices and Department of Human Resources and Employee Relations |
| Individuals in Bank | Staff |
| Retention & Disposal | For reprimand or demotion, 6 months after date of record, then destroy; for suspension or discharge, 1 year after date of record, then destroy |
| See Also | HRS34-07 Permanent Non-Academic Employee Files – YUSA Unit 1 Reprimand or Demotion Discipline Records and HRS34-08 Permanent Non-Academic Employee Files – YUSA Unit 1 Suspension or Discharge Discipline Records for a full description of the file classes to which this PIB belongs |
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| Name | Permanent Non-Academic Employee Recruitment Records |
| Location | Human Resources and Employee Relations, local offices |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, CV, education information, application package, reference letters, offer letter and correspondence |
| Uses | Aids in candidate recuitment process |
| Users | Human Resources and Employee Relations, hiring committees |
| Individuals in Bank | Potential and selected non-academic candidates |
| Retention & Disposal | 7 years after appointment made or search terminated, then destroy |
| See Also | HRS24 Recuitment and Hiring –- Permanent Non-Academic Employees, Union Positions and HRS25 Recuitment and Hiring – Permanent Non-Academic Employees, Non-Union Positions for a full description of the file classes to which this PIB belongs |
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| Name | Post-Doctoral Fellows and Research Assistants Files |
| Location | Local units for all records except payroll, pension and benefits; Human Resources and Employee Relations for payroll, pension and benefit records |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, CV, recruitment records, research proposals, application package, education information, financial information |
| Uses | To manage post-doctoral fellow and research assistant related appointments and financial records |
| Users | Staff, local managers and supervisors in relevant offices and Human Resources and Employee Relations |
| Individuals in Bank | Students, members of the public |
| Retention & Disposal | Permanent for those eligible for pension; 15 years after termination for others, then destroy |
| See Also | HRS37 Post-Doctoral Fellows and Research Assistants Files for a full description of the file class to which this PIB belongs |
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| Name | Post-Doctoral Fellows and Research Assistants Recruitment Records |
| Location | Faculties, local offices |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, CV, education information, research proposals, application package, reference letters, offer letter and correspondence |
| Uses | Aids in candidate selection process |
| Users | Staff at relevant offices, selection committees |
| Individuals in Bank | Potential and selected appointees |
| Retention & Disposal | 1 year after appointment made, then destroy |
| See Also | HRS27 Recuitment and Hiring – Post-Doctoral Fellows and Research Assistants for a full description of the file class to which this PIB belongs |
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| Name | Retired Employee Records—Case Files |
| Location | Human Resources and Employee Relations |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, financial information, marital status, benficiary designation |
| Uses | To manage pension and benefits of former or retired employees |
| Users | Human Resources and Employee Relations |
| Individuals in Bank | Members of the public |
| Retention & Disposal | Permanent |
| See Also | HRS77 Retired Employees – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Search Committee Records—Full-time Faculty |
| Location | Human Resources and Employee Relations, faculties and departments |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, reference letters, self-identification forms, candidate's statement |
| Uses | Aids in candidate selection process |
| Users | Search committee members, staff in relevant offices |
| Individuals in Bank | Potential and selected academic candidates |
| Retention & Disposal | For successful candidates, permanent; for unsuccessful candidates, 1 year after appointment made or search terminated, then destroy |
| See Also | HRS03-05 Appointments or Search Committees – Full-time Academic Employees for a full description of the file class to which this PIB belongs |
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| Name | Temporary Employee Files |
| Location | Local units for all records except payroll, pension and benefits; Human Resources and Employee Relations for payroll, pension and benefit records |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, employee number, CV, financial information |
| Uses | To manage temporary employee related appointments and financial records |
| Users | Staff, local managers and supervisors in relevant offices |
| Individuals in Bank | Staff |
| Retention & Disposal | Permanent for those eligible for pension; 15 years after termination for others, then destroy |
| See Also | HRS36 Temporary Employee Files or a full description of the file class to which this PIB belongs |
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| Name | Temporary Employee Discipline Records |
| Location | Human Resources and Employee Relations |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, occupation, nature of incident, decision, disciplinary action |
| Uses | To document the reprimand, demontion, suspension or discharge of YUSA Unit 2 members |
| Users | Staff, local managers and supervisors in relevant offices and Department of Human Resources and Employee Relations |
| Individuals in Bank | Staff |
| Retention & Disposal | For reprimand or demotion, 1 year after date of record, then destroy; for suspension or discharge, 18 months after date of record, then destroy |
| See Also | HRS36-05 Temporary Employee Files – YUSA Unit 2 Reprimand or Demotion Discipline Records and HRS36-06 Temporary Employee Files – YUSA Unit 2 Suspension or Discharge Discipline Records for a full description of the file classes to which this PIB belongs |
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| Name | Temporary Employee Recruitment Records |
| Location | Local Offices |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, CV, education information, application form, reference letters and correspondence |
| Uses | Aids in selection process for temporary employees |
| Users | Local supervisors |
| Individuals in Bank | Potential and selected temporary employees |
| Retention & Disposal | 1 year after appointment made, then destroy |
| See Also | HRS26 Recruitment and Hiring – Temporary Employees for a full description of the file class to which this PIB belongs |
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| Name | Training and Development Records—Case Files |
| Location | Human Resources and Employee Relations |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, employee number, courses taken |
| Uses | To document courses taken from Human Resources and Employee Relations, and Occupational Health and Safety |
| Users | Local supervisors, Human Resources and Employee Relations |
| Individuals in Bank | Staff |
| Retention & Disposal | Permanent |
| See Also | HRS65-05 Training and Development offered by HR and ER, and OHS – Case Files for a full description of the file class to which this PIB belongs |
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