Associated Ambulance & Services (Whitecourt) Ltd., Collective Agreement 2020-2025

Article 22: Evaluations and Personnel Files

1. Performance evaluations may be conducted as per the Employer’s policy or upon request of the Employee. The Employee may request such evaluation no more than once per twelve (12) month period.
2. All such evaluations must be in writing.
3. Meetings for the purpose of the evaluation interview shall be scheduled in advance by the Employer and the Employer shall endeavor to complete this during normal working hours. If outside normal working hours, the applicable rate of pay shall apply. The Employee shall sign any written evaluation for the sole purpose of indicating that they are aware of its contents.  The Employee shall be given a copy of their evaluation document. The Employee shall have the right to respond, in writing, within ten (10) calendar days of the interview and their reply shall be placed in their personnel file.
4. An Employee’s evaluation shall be considered confidential and shall not be released by the Employer to any person, except a Board of Arbitration, the Employer’s counsel or as required by law, without the written consent of the Employee. If released for these purposes, the Employee and Union shall be notified within seven (7) working days.
5. By appointment, made in writing at least one (1) working day in advance, an Employee may view their personnel file once each calendar year or when the Employee has filed a grievance.  An Employee shall be entitled to be accompanied by a Union representative when viewing their personnel file.
6. The Employee shall be given a copy of requested documents from their file provided that they first pay to the Employer a fee no greater than $0.25 per page to cover the cost of copying.
7. A Letter of Expectation issued to an Employee shall be placed on the Employee’s personnel file. The Letter of Expectation shall indicate that it is not disciplinary action. It shall state a definite period in which improvement or correction is expected and, at the conclusion of such time, the Employee’s performance shall be reviewed.  The Employee shall be informed, in writing, of the results of the review.  A copy of the Letter of Expectation shall be sent to the Union within five (5) working days.
8. An Employee, who has received a Letter of Expectation, may after one (1) year from the date the expectations were met request in writing that it be removed from their personnel file, providing the Employee has received no further documentation coaching or discipline. The Employee shall receive a copy of any documented coaching.
   
   The Employer shall remove the letter and confirm in writing to the Employee that such action has been affected.
9. Attendance Program
   
   Should the Employer implement an attendance awareness program. Should an Employee who has been subjected to such program be successful in meeting the requirements, the Employee shall upon written request have all related correspondence and documentation removed from any and all files in the Employers’ possession.