Records of the investigation and resolution of disputes and grievances brought by faculty, staff, and unionized employees.
This records class is a Personal Information Bank.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Other Units with Copies | Version Information
Content & Scope
Disputes and grievances are resolved according to procedures set out in the Memorandum of Agreement between the Faculty Association of the University of Waterloo and the University of Waterloo, Article 9, Policy 36 – Dispute Resolution for University Support Staff, and the Union Agreement between the University of Waterloo and the Canadian Union of Public Employees C.L.C. Local 793, Articles 16 and 17.
This records class excludes appeals of negative tenure and promotion decisions and legal proceedings such as litigation and statutory tribunal hearings.
The records include submissions, records of meetings, audio-recordings of hearings, tribunal and arbitration records, settlement agreements and decisions, arbitration awards, and related correspondence.
Related Records
- For records relating to appeals of negative tenure and promotion decisions, see HR38 – Tenure & Promotion.
- For records relating to legal proceedings, see AD70 – Legal Proceedings.
- See also HS04 – Conflict and Unethical Behaviour Case Files and HS07 – Human Rights Complaint Files.
Responsible Unit
- Secretariat.
- Human Resources.
- Vice-President, Academic & Provost.
Information Steward
Vice-President, Administration & Finance.
Information Confidentiality Classification
Restricted.
Retention
- External arbitration awards or settlements, decisions of internal tribunals, and, for cases settled without arbitration or tribunal, the decision and any other records deemed necessary to understand the case: Permanent
- All other case file materials: 3 years after last action on the case.
Note
Audio or video recordings of hearings must be securely destroyed once the decision has been rendered.
Disposition
Secure Destruction.
Note
Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.
Authority
- Memorandum of Agreement between the Faculty Association of the University of Waterloo and the University of Waterloo, Article 9.
- Policy 36 – Dispute Resolution for University Support Staff.
- Union Agreement between the University of Waterloo and the Canadian Union of Public Employees C.L.C. Local 793, Articles 16 and 17.
Retention Rationale
The retention period is based on legal advice.
Other Units with Copies
- Other units involved in the dispute or grievance.
- Tribunal members.
Retention of Copies
Until the decision on the case has been rendered.
Disposition of Copies
Secure Destruction.
Approval Date
26 October 2011