Mosaic Primary Care Network Collective Agreement 2023 - 2027

Article 36: Performance Review and Personnel Files

1.  
   1. The Parties to this Collective Agreement recognize the desirability and value of Employee performance reviews and joint participation in such process by both the Employee and the Supervisor/Manager.  This is a non-disciplinary process.
   2. Performance reviews shall be for the constructive review of the performance of the Employee.
   3. An Employee will meet with their Supervisor/Manager annually to discuss Employee’s performance.
   4. Performance review meetings will take place during an Employee’s scheduled hours of work with at least forty-eight (48) hours advance notice to the Employee.
   5. The Employee will receive a copy of any written documentation in relation to their performance review.
   6. The Employee shall be given a copy of their completed evaluation at the conclusion of the meeting or no later than seven (7) calendar days from the meeting date. The Employee shall sign the completed evaluation document upon receipt for the sole purpose of indicating that they are aware of the evaluation. They shall have the right to respond in writing within ten (10) calendar days of receipt of the evaluation document, and their reply shall be placed in their personnel file.
   7. An Employee's performance appraisal shall not be released by the Employer to any person except to a Board of Arbitration, the Employer’s Counsel or as required by law, without the written consent of the Employee.
2. Personnel File
   1. By appointment made at least five (5) working days in advance, an Employee may view their personnel file once each year.  The Employee may be required to report to the Human Resources office to view the file.
   2. Upon request by an Employee, or upon provision of a release deemed acceptable by the Employer (in a form which complies with the requirements of all applicable legislation), the Employee or the Union shall be given a copy of requested documents from their file(s). The Employer may charge twenty-five (25) cents per page for copying expenses.
3. 1. A Letter of Expectation issued to an Employee shall not be placed in the Employee’s personnel file. The Letter of Expectation shall indicate that it is not disciplinary action.
   2. During the Employee’s next performance evaluation any Letter(s) of Expectation shall be reviewed and will not be referenced after the evaluation.