15. Personnel Files
15.01 Copies of documents placed on an employee’s personnel file which may, at any time, be the basis of disciplinary action, shall be supplied concurrently to the employee by registered mail or by hand. Copies of such documents shall also be supplied concurrently to the Local Union President who shall hold such in the strictest confidence. The employee shall acknowledge receiving such documents. Employees shall have the right to respond in writing to any documents placed in their file and their response shall also form part of their personnel file.
15.02 Any reprimand or warnings given in writing and becoming part of an employee’s file shall be destroyed after eighteen (18) months have elapsed, providing another warning or reprimand relating to a similar offence has not been given within that period.
15.03 When an employee has a grievance, those copies referred to in Clause 15.01 and retained in the personnel file will be made available to the employee.
15.04 An employee shall have, on giving reasonable notice, access to the employee’s personnel file.
15.05 Copies of documents in an employee’s personnel file may be made available to the employee, on request.
15.06 There shall be only one (1) recognized personnel file and that file will be the one (1) maintained by the Department of Human Resources.
15.07 This file, referred to in Clause 15.06, shall not contain any anonymous material. Employees have the right to challenge any document found in the employee’s file.
16. Strikes and Lockouts
16.01 In view of the orderly procedure for settling grievances the Employer agrees that it will not cause or direct, during the term of this Agreement, any lockout of its employees and the Union agrees that during the term of this Agreement there will be no strike or other collective action which will stop, curtail, or interfere with the Employer’s operations.
17. Access and Shop Stewards
17.01 The Employer agrees that access to its premises shall be allowed to persons employed full-time by the Union and Shop Stewards for the purpose of interviewing an employee, and such interviews shall not interfere with the operation of the department concerned.
17.02 Permission to hold meetings on the premises of the Employer shall, in each case, be obtained from the Department Head or designate. Such permission shall not be unreasonably withheld, and such meeting shall not interfere with the operation of the department concerned.
17.03 The Employer agrees to recognize Shop Stewards appointed by the Union.
17.04 The Union shall inform the Employer of the names of all Shop Stewards as soon as possible after their appointment. The Employer shall advise the Union of the names of all Department Heads as soon as possible after their appointment.
17.05 Shop Stewards will be allowed to absent themselves from their duties for the purpose of handling grievances. Where time is required by the Shop Steward during working hours, the Steward shall request such time off from the Steward’s immediate supervisor. Such time off shall not be unreasonably withheld.
18. Time Off for Union Business
18.01 With the approval in writing of the Director of Human Resources and/or designate and where the operational requirements permit, time off without loss of pay, benefits, and seniority, not to exceed two hundred (200) person days over two years, in total will be granted, provided there is no cost to the Employer.
18.02
- Time off without loss of pay, benefits, and seniority will be granted, to employees who are members of the Negotiating Committee while they are attending actual negotiating sessions, on the understanding that the number of employees in attendance at negotiations shall be kept to a maximum of seven (7), inclusive of the representatives of the Grenfell Campus.
- The Union shall provide as much notice to the Employer as is reasonably possible of the names of the members of the Union negotiating committee.
18.03 Leave without pay up to two (2) years, subject to renewal, shall be granted, upon application to the Board, to an employee upon being appointed or elected to a full-time office in the Canadian Union of Public Employees or its affiliates, including the Local Union President.