91��ܽ

These records are created, used, retained and managed in accordance with the following authorities:

• Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
  
• Collective Bargaining Agreement: TSSU
  

The TSSU Collective Bargaining Agreement (1998-2001, Article XVIII G) stipulates that evaluation forms must be accessible for 3 semesters following completion of the course.  As re-appointment decisions using evaluation forms are likely to occur in the year after course completion, this requires a 2-year total retention period.

As per the TSSU Collective Bargaining Agreement (1998-2001), Article XIX (A), these records form part of the individual’s general “employment file.”  However,  records should be physically organized so that the evaluation forms are not included in the individual personnel file or with the general course file.  These are different record types which have different retention requirements which are easier to apply if the records are kept as separate blocks of files.  See RRSDA 1999-045, Personnel Files: Teaching Support Staff Union (TSSU) Employment; and RRSDA 1999-002, Course Files.

It is recommended that departments organize the records by semester and within these groupings by course / section number, then by employee’s surname.  Alternatively, departments can choose to open a second volume to all TSSU personnel files in which only student evaluations are housed.  If the latter method is chosen, apply this schedule to volume 2 and RRSDA 1999-045 to volume 1.   

In the event of a formal dispute which involves the employee and the university and requires the evaluation forms as evidence (e.g. grievance, arbitration, Human Rights Commission, legal proceedings): retain the evaluations until final decision / resolution is concluded, plus one additional year, then destroy.

Do not send these records to the University Records Centre (URC); destroy them directly upon expiry of the active retention period.  Evaluation forms contain personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.