How to create an official performance file

A. Official performance file

The responsibility for official performance files is with the chair (21.2) in the case of a faculty member and the University Librarian in the case of librarians. Some documents may be originals while others will be copies of documents submitted to VPAC or memos from various administrative departments or committees on campus. As per section 21.15 a member's official performance file is confidential to a select group. Please ensure you have reviewed the language carefully.

  Official performance file for department/school or dean of non-dept. faculty Official performance file for university librarian
Curriculum vitae (CV) X X
Publications that are referred to in the CV. (Note: These do not need to be physically kept in the file; however, they are deemed to be a part of the official performance file.) X X
A current version of a faculty member's teaching dossier. X N/A
Copies of complete aggregated statistical results of all teaching evaluation questionnaires administered during the period of review for the teaching dossier, in accordance with the evaluation policy of the faculty in which the faculty member holds an appointment, or the faculty in which the course is offered. (13.8.1) X N/A
As specified in article 13.8.3, if anecdotal or subjective comments by students are included then all comments must be kept for that course and not just a chosen few. X N/A
Recommendations regarding reappointment, tenure or promotion made by a departmental committee, faculty advisory committee, or appointments committee. X N/A
Recommendations regarding promotion of a librarian made by the university libraries advisory committee on rank and promotions. N/A X
Recommendations regarding reappointment, tenure or promotion of a faculty member made by a dean. X N/A
Recommendation regarding promotion of a librarian made by the university librarian. N/A X
Recommendation by the president or vice-president academic and provost with regard to reappointment, tenure or promotion of a faculty member or librarian. X X
Recommendations for salary adjustments by a chair, director, dean or university librarian. X X
Decisions by the vice-president academic and provost with regard to a member's request for a salary review. X X
An evaluation of a librarian. N/A X
An annual review of a faculty member and any response to it. X N/A
Reports with regard to the member by a tribunal appointed under (i) the harassment policy; (ii) the policy on scholarly integrity; or (iii) any other university policy. X X
Reports of the university review committee. X X

B. Member's personnel file

Most items listed here would be reference copies only, as the official document considered for most purposes will be the original document with original signatures that will be kept in the personnel file of one of the following administrative units on campus: VPAC, HRIS, HUMR, READ, ACCT/PURC.

  Member's personnel file for department/school or dean of non-dept. faculty Member's personnel file for university librarian
Employment status records X X
Initial appointment form and CV X X
Subsequent appointment forms or position status change forms X X
Signing authority forms X X
Advice of separation forms X X
Research accounting statements/forms X X
Professional development requests X X
Travel claims X X
Anonymous letters, emails or notes N/A N/A
Memos from the chair/director or dean X X
Workload information X X
Study leave or administrative leave applications X X
Annual conflict of interest disclosure statement (69.4.1) X X
Annual report of external professional activities (68.4) with a copy to the member's dean X X

C. Member's personnel file with the dean

Please note: The items listed here are in accordance with the Framework Agreement or may be reference copies only, as the official document considered for most purposes will be the original document with original signatures that will be kept in the personnel file of one of the following administrative units on campus: VPAC, HRIS, HUMR, READ, ACCT/PURC.

  Dean's office personnel file University librarian personnel file
X X
Employment status records X X
Subsequent appointment forms or position status change forms X X
Signing authority forms X X
Advice of separation forms X X
Research accounting statements/forms X X
Professional development requests X X
Travel claims X X
Anonymous letters, emails or notes N/A N/A
Memos from the chair/director X X
Study leave or administrative leave applications X X
Study leave or administrative leave reports X X
Annual report of external professional activities (68.4) X X
Records of disciplinary action (deemed removed after six years - see article 41.2) X X
Grievances (see article 60.7) X X
Please provide feedback or direct questions/concerns to Pamela Nielsen at directorfacultyrelations@uvic.ca on additional items you would like clarification of where items should be stored. We have attempted to address the most common but recognize that we may in fact have missed key documents that departments are dealing with on an ongoing basis.

Key articles of the Framework Agreement

41.1.4. What to include in the official performance file

41.1.5 Identifying the author/creator of documents in the file

41.1.6 What not to include in the official performance file

41.1.7 When to remove items from the file

41.1.8 Who is responsible for creating and maintaining the official performance file?

41.1.9 Obligation to notify members of right to examine his or her file

41.1.10 Copies of additions to file to be sent to member

41.2 Personnel file

41.3 Member’s right to inspect official performance and personnel files
41.3.1 Notice requirement to examine contents

41.3.2 Confidential letters and reports

41.3.3 Production of identification

41.3.4 No removal

41.4 Member’s right to make copies

41.5 Member’s challenge of documents

41.6 Confidentiality of a member’s official files