HS25 – Occupational Health Charts

Occupational health charts maintained for individual employees.

This records class is a Personal Information Bank.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Version Information

Content & Scope

The University's occupational health nurse supports employee health by providing support to employees during illness or injury-related absences or return to work and by providing counselling or referrals to Employee Assistance Program providers.

The records include copies of physician's notes and assessments, physiotherapy reports, copies of medical tests and independent examinations, counselling and other case notes, copies of long-term disability and WSIB forms, and related correspondence.

Related Records

See also HR78 – Sick Leave and Long-term Disability Files and HS63 – Workplace Safety and Insurance Claims.

Responsible Unit

Health Services.

Information Steward

Associate Provost, Students.

Information Confidentiality Classification

Highly Restricted.


Until the earlier of 5 years after the person's death or the year following that in which the person reached or would have reached 90 years of age.


Secure Destruction.


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.


  • University of Waterloo Act, 1972.
  • Nursing Act, 1991.
  • Workplace Safety and Insurance Act, 1997.
  • College of Nurses of Ontario. Practice Standard: Documentation.

Retention Rationale

The retention period is based on the absence of a time limit for filing an occupational disease claim with the Workplace Safety and Insurance Board.

Approval Date

19 December 2011