Human Resources

Type: General Class of Records/Personal Information Bank

Description: Records relating to the design, delivery, and follow-up activities associated with training and skills development opportunities provided to staff. This includes seminars, workshops, and conferences.

May include information relating to review and quality control of training course materials, training fees, and statistical data such as course attendance figures. Documents may include training materials such as workbooks, course materials and answers to exercises, lists of attendees, training course statistical reports and training course calendars, and all supporting correspondence.

Applications from employees for tuition assistance reimbursement including application, grades and payment information.

Division: Human Resources.

Retention and disposal: To be determined.

Types of personal information: Some or all of name, address, employee ID’s, employment history, phone number, individual’s submitted tuition reimbursement application, grades and payment information.

Record uses: Document staff training/development history and/or processing application for tuition assistance.

Categories of users: Learning Resource Departmental staff, Human Resources staff, Organizational Effectiveness personnel, Departmental Managers.

Categories of individuals in bank: Employees.

Type: General Class of Records

Description: Records relating to conducting labour negotiations, which involve discussions and meetings between the Hospital and employee groups, such as unions, to achieve resolution on a wide range of issues pertaining to unionized and non-unionized employees.

These issues may include staff reductions and layoffs, staff recalls, promotions and wage increases, working conditions, disciplinary actions, seniority rights, and department restructuring. May include information on collective bargaining, dispute mediation, and conflict resolution. Documents may include proposals and final collective agreements; employment contracts; union contracts; and any other negotiated agreements between the City and the respective unions or workers' representatives.

Division: Human Resources.

Retention and disposal: To be determined.

Type: General Class of Records

Description: Records relating to complaints received from unionized employees concerning workplace and personal treatment, benefits, discipline, promotions, and any other issues as defined in the collective agreement(s).

Includes information on addressing and resolving the grievances, such as mediation and formal adjudication hearings involving arbitrators. Documents may include completed grievance forms, copies of meeting minutes, adjudication hearing schedules, arbitration notices, minutes of settlements, and all supporting correspondence.

Division: Human Resources.

Legal authority: Labour Relations Act, 1995, c. 1, s. 48.

Types of personal information: Name of grievors, grievance forms (containing personal information about the employee, including his/her complaints), replies, investigation materials, attendance reports, resignations.

Record uses: Respond to employee grievances.

Categories of users: Human Resources - Labour Relations staff.

Categories of individuals in bank: Hospital employees with grievances.

Retention and disposal: To be determined.

Type: General Class of Records

Description: Records relating to the evaluation of job positions by comparing duties, skills, and responsibilities of similar positions. The objective is to ensure equal pay for work of equal value.

Documents may include copies of policies, classification ratings, job evaluation information, action plans, and information about designated worker groups.

Division: Human Resources.

Retention and disposal: To be determined.

Type: Personal Information Bank

Description: Records relating to receiving, investigating, and resolving complaints from staff/affiliates concerning discrimination and/or harassment based on race, religion, gender, beliefs, disabilities, sexual orientation, and other human rights-related issues.

May include information on both informal and formal complaints, providing advice and consultation to complainants, and topical human rights-related subject matters. Documents may include statements of complaint and completed complaint forms, investigation reports and recommendations, hand-written interview notes, copies of policies, and all supporting correspondence. Advice and consultation are provided not only to complaints, but also to respondent to management.

Division: Human Resources / Commissioner of Human Rights

Legal authority: Human Rights Code, R.S.O. 1990, c. H.19, s. 5, 32.

Types of personal information: Documents containing personnel information, written complaint documentation, witness interview notes, correspondence regarding resolution of complaint, investigation reports.

Record uses: For staff use only.

Categories of users: Labour Relations staff and management staff creating these files (these files are not necessarily shared between users).

Categories of individuals in bank: Hospital employees complaining of being discriminated against and/or harassed. Employees involved in a complaint regarding discrimination or harassment as a complainant, respondent, witness or responsible manager.

Retention and disposal: To be determined.

Type: General Class of Records and Personal Information Bank

Description: Records relating to Windsor Regional Hospital’s responsibility to provide its employees with a safe and healthy workplace through assessment of occupational hygiene, ergonomics, and safety issues. A significant number of records contain confidential health information and personal information of employees.

Records may also include correspondence regarding concerns, research materials, data collection, analytical results, and reports. Occupational hygiene records include employee concerns related to workplace exposure to chemical, physical (e.g., noise, temperature, radiation, etc) and/or biological (e.g., mould) agents.

Ergonomics records include a) employee concerns related to workstation and furniture design and configuration and assisting the disability management team with addressing employee accommodation issues and b) consultation regarding furniture, equipment, vehicles, workplace design and work practices, and developing ergonomics guidelines.

Safety records include general safety concerns, monitoring of compliance with legislative requirements (e.g., WHMIS, First Aid provisions and protective equipment), and activities related to the establishment and maintenance of the hospital’s Joint Health and Safety Committees.

Division: Human Resources

Legal authority: Occupational Health and Safety Act, R.S.O. 1990, c. O.1, s9. Occupational Health and Safety Act, R.S.O. 1990, c.O.1, s26. Workplace Safety and - Insurance Act, 1997.

Types of personal information: Employee reports, research materials, data collection, analytical results, and reports.

Record uses: Response to Occupational Health and Safety issues.

Categories of users: Human Resources - Occupational Health and Safety staff, Labour Relations staff Joint Health & Safety Committees.

Categories of individuals in bank: Hospital employees that have reported concerns or who have been involved in an accident, witnesses and responsible management.

Retention and disposal: To be determined.

Type: Personal Information Bank

Description: Records relating to tracking and monitoring of all individual Hospital employees' claims for financial and/or medical compensation as a result of personal injuries, illness, or other medical conditions preventing employees from fulfilling regular job duties.

This includes workers' compensation and long term disability claims. Documents may include injury report forms, copies of long term disability and workers' compensation claims that have been submitted, disability recurrence continuity reports, completed summary claims information cards, and all supporting correspondence.

NOTE: Windsor Regional Hospital Employee Health staff monitor the claims and promote early and safe return to work when injury or illness results in an employee's absence from the workplace. They also identify accommodation issues and support departmental supervisors in the management of their employees from a disability management perspective. Records may also include documentation relating to representation of the hospital at grievances and Workplace Safety and Insurance Appeals Tribunal hearings.

Division: Human Resources

Legal authority: Workplace Safety and Insurance Act, 1997, Schedule A, c. 16, s. 21, 22, 37, 47, 48; Workplace Safety and Insurance Act, 1997 Regulations (First Aid Requirements) R.R.O. 1990, Reg. 1101, s. 5.

Types of personal information: Copies of injury reports forms, copies of LTD and WSIB claims submitted.

Record uses: Manage the hospital’s obligations regarding disability management.

Categories of users: Employee Health Staff.

Categories of individuals in bank: Hospital employees who have become ill or become injured.

Retention and disposal: To be determined.

Type: General Class of Records

Description: Records relating to staff/affiliate requests for literature/research and article searches. Includes books, journals, periodicals and digital publications. Materials may be used for reference, research, or display purposes.

Division: Human Resources.

Retention and disposal: To be determined.

Type: General Class of Records

Description: Records relating to the administration of the Hospital’s of Ontario Pension Plan(H.O.O.P.P.). H.O.O.P.P. is the compulsory hospital employee’s pension plan every full time hospital employee and the Hospital contributes to through payroll deductions and matching contributions.

Division: Human Resources/ Finance

Type: General Class of Records

Description: Records relating to the general and overall administration of the Hospital’s human resources. May include general information relating to human resources management, processes, systems, and functions. Documents may include copies of federal and provincial guidelines, copies of personnel policies and procedures, and supporting correspondence.

NOTE: This primary classification is only for general human resources information that cannot be appropriately classified under any other primary classification. For records pertaining to specific human resources issues or processes, such as employee records and grievances, see the appropriate subject primary classification.

Division: Human Resources/ Finance

Retention and Disposal: To be determined

Type: Personal Information Bank

Description: Records relating to Windsor Regional Hospital employees' work history. May also include information on retirements, layoffs, and resignations. Documents may include resumes, successful job call results, previous employment reference checks, criminal record checks, photocopies of degrees and diplomas, educational transcripts, letters of discipline, employee emergency contact information sheets, and personal contact information sheets.

Division: Human Resources/ Finance

Legal authority: Employment Standards Act, S.O. 2000, c. 41, s. 15.

Types of personal information: Employee number and name, application materials, education, work history, attendance and leave records, performance evaluations, disciplinary actions.

Record uses: Document work history

Categories of users: Human Resources staff, managers of other divisions.

Categories of individuals in bank: Hospital employees.

Retention and Disposal: To be determined

Type: Personal Information Bank

Description: Records relating to the medical status, conditions, and recovery of individual hospital employees. This includes situations concerning the sustainment of physical injuries and the development of medical conditions causing disability or impairment, both work and non-work related. May include information relating to clarification of medical conditions, mental health status, determination of whether and/or when an employee should return to work, and confirmation of job duties the employee is and is not capable of performing. Documents may include doctors' notes and referrals, medical progress notes, and all supporting correspondence.

Division: Human Resources

Legal authority: Occupational Health and Safety Act, R.S.O. 1990, c. O.1, s. 26.

Types of personal information: Information about an employee's medical conditions (e.g., injuries sustained, whether he/she can return to regular work duties, etc.).

Record uses: Assist with employee medical issues as they relate to employment.

Categories of users: Employee Health staff.

Categories of individuals in bank: Hospital employees.

Retention and Disposal: To be determined

Type: General Class of Records

Description: Records relating to the development and ongoing maintenance of the Hospital’s organizational framework and structure. Documents include, mission and vision statements, organizational charts, reorganization plans, and related correspondence.

Division: Human Resources

Retention and Disposal: To be determined

Type: General Class of Records

Description: Records relating to the performance management program for Hospital employees. Includes information on career development planning, interim and merit increment review, and evaluation processes. Documents may include performance reviews and correspondence.

Division: Human Resources

Retention and Disposal: To be determined

Type: General Class of Records

Description: Records relating to the classification of employment positions within the Hospital’s organizational hierarchy. Job classification assigns jobs into grades based on a number of categories, including required education, work experience, and supervisory skills.

Division: Human Resources

Retention and Disposal: To be determined

Type: Personal Information Bank

Description:Records relating to the receipt and processing of unsolicited resumes and applications for employment opportunities that are either not presently existent and/or not advertised.

Documents may include resumes and related correspondence.

Division: Human Resources

Retention and Disposal: Generally six (6) months then destroyed.

Types of personal information: Individuals' submitted resumes and/or job applications, containing information on employment history, education, address.

Record Uses: Determine suitability for employment.

Categories of users: Human Resources staff, managers of other divisions.

Categories of individuals in bank: Members of the public applying for employment.

Type: Personal Information Bank

Description: Records relating to benefit programs offered to Hospital employees. This may include dental, vision, prescription, extended health, long term disability, short term disability, and pension benefits. May include information on benefits carriers and claims.

Documents may include completed benefit application forms, claims processing reports and statistics, payroll deduction statements, and correspondence.

Division: Human Resources

Retention and Disposal: To be determined.

Types of personal information: Completed benefit application forms, claims processing reports and statistics, payroll deduction statements, and correspondence.

Record Uses: Document employee benefit history.

Categories of users: Human Resources staff.

Categories of individuals in bank: Windsor Regional Hospital employees.

Type: Personal Information Bank

Description: Records relating to the disclosure of personal information under FIPPA or personal health information of PHIPA, including copies of the requested information, law enforcement disclosure request forms, and correspondence to and from agencies and agents. Disclosure refers to the authorized provision of complete information, including personal information or personal health information, to a person other than the individual to whom the personal information or personal health information relates.

The circumstances that authorize these disclosures are outlined in FIPPA or in PHIPA. Common examples of disclosures are to law enforcement officers, government agencies with investigative powers, agents of the individual (such as law firms), and internal disclosures within the Hospital where necessary and proper for the administration of Hospital functions.

Division: Human Resources and/or Health Records

Retention and Disposal: To be determined.

Types of personal information: Name, address, telephone number, requests for information, consultation documentation, correspondence, access decisions, fee estimates, third party notices, written appeal submissions to the Information and Privacy Commission.

Record Uses: Maintain a record of all requests, statistical record keeping.

Categories of users: Health Records department, Privacy Officer and/or Freedom of Information Coordinator.

Categories of individuals in bank: Individuals submitting requests for information under the Freedom of Information and Protection of Privacy Act or the Personal Health Information Privacy Act.

Legal authority: FIPPA / PHIPA

Type: Personal Information Bank

Description: Records relating to formal and informal privacy complaints and breach investigations. Privacy Complaint - The Act creates a privacy protection scheme which the Hospital must follow to protect an individual's right to privacy.

The scheme includes rules regarding the collection, retention, use, disclosure and disposal of personal information in its custody or control. A Privacy Breach - occurs when personal information is collected, used, disclosed and or destroyed in ways that are not in accordance with the privacy provisions of the Freedom of Information and Protection of Privacy Act or the Personal Health Information Protection Act.

Division: Human Resources

Retention and Disposal: To be determined.

Types of personal information: Name, address, telephone number, requests for information, consultation documentation, correspondence, access decisions, fee estimates, third party notices, written appeal submissions to the Information and Privacy Commission.

Record Uses: Maintain a record of all requests, statistical record keeping.

Categories of users: Health Records department, Privacy Officer, Freedom of Information Coordinator.

Categories of individuals in bank: Individuals submitting requests for information under the Freedom of Information and Protection of Privacy Act.

Legal authority: Freedom of Information and Protection of Privacy Act

Type: Personal Information Bank

Description: Records relating to the recruitment of staff for existing or future jobs and appointments within the Hospital. This includes permanent, seasonal, and contract job postings. May include information on applicant screening and testing, conducting interviews, and acceptance and rejection of candidates.

Documents may include completed request for employment forms, job postings, solicited resumes, job skills test sheets, interview questions and sheets, scoring matrices, competition lists, reference checks, and all supporting correspondence.

Division: Human Resources

Retention and Disposal: To be determined.

Types of personal information: Individuals' submitted resumes and/or job applications, containing information on employment history, education, address.

Record Uses: Document job competition history.

Categories of users: Human Resources staff, managers of other divisions.

Categories of individuals in bank: Current hospital employees and members of the general public.