Standard personal information banks

RDA Number: 98/001

Related Record Number: PRN 931

Bank Number: PSU 907

Staffing
Description: This bank describes information about recruitment and staffing activities, which includes solicited and unsolicited applications for employment, position reclassifications, secondments, deployments, and other work assignments or arrangements within government institutions. Personal information may include name, contact information, assessment/test results, biographical information, citizenship status, date and place of birth, educational information, employee identification number, employment equity information, employee personnel information, financial information, official language proficiency, medical information, opinions and views of, or about, individuals, and signatures.

Note: Individuals requesting information described by this bank should provide a competition number, if applicable.

Class of Individuals: Employees of the institution and other individuals who apply for employment in the institution including through recruitment initiatives, as well as individuals who provide references or are supervisors of applicants.

Purpose: Personal information is used to administer recruitment and staffing activities in government institutions, which includes maintaining an inventory of potential candidates for future staffing actions. For most government institutions, personal information is collected pursuant to the Public Service Employment Act, the Employment Equity Act, and the Canadian Human Rights Act (section 16). For those institutions not subject to these Acts, consult the institution’s Access to Information and Privacy Coordinator to determine collection authority.

Consistent Uses: Information may be disclosed to the Public Service Commission, Treasury Board Secretariat and other government institutions for recruitment, employment equity, and staffing purposes, including complaints (refer to Institution-Specific Personal Information Banks: for the Public Service Commission of Canada: Applicant Inventories and Referrals – PSC PPU 015; Assessment by the Personnel Psychology Centre – PSC PCU 025, Second Language Evaluation (SLE) Test Results – PSC PPU 030, Executive Resourcing – PSC PCE 746, Analytical Environment – PSC PCE 761, and Investigations, Mediation and Conciliation – PSC PPU 010; for Treasury Board of Canada Secretariat: Employment Equity Data Bank – TBS PCE 739 and Workforce Adjustment Monitoring (WFAM) System – TBS PCE 804). Information relating to staffing complaints may be shared with the Public Service Commission (refer to Institution-Specific Personal Information Bank Investigations, Mediation and Conciliation – PSC PPU 010) and the Public Service Staffing Tribunal, when required. On request, selected information may be disclosed to a participant in a staffing process. Information may also be shared with third party service providers to manage recruitment initiatives. Information may also be used or disclosed for human resources planning and studies (refer to Standard Personal Information Bank Human Resources Planning – PSU 935) and staffing decisions may also be described in Standard Personal Information Bank Employee Personnel Record – PSE 901. Voluntary self identification information relating to employment equity programs and services is also described in Standard Personal Information Bank Employment Equity and Diversity – PSE 918. Selected information about reclassifications may be proactively disclosed on government institutions’ websites. Information may also be used or disclosed for program evaluation and reporting purposes.

Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to Information and Privacy Coordinator.

RDA Number: 98/005

Related Record Number: PRN 919 and PRN 920

Bank Number: PSE 902

Training and Development
Description: This bank describes personal information collected to support an institution’s training and development programs (e.g., mentoring, career orientation, developmental work assignments or arrangements, etc.). Personal information may include name, contact information, educational information, employee identification number, employment equity information, employee personnel information, financial information, biographical information, and assessment and training results.

Class of Individuals: Individuals who are employed by government institutions who register for training or development courses or programs.

Purpose: Personal information is used to register and pay for approved training and development activities. Where applicable, government institutions may receive information from the Canada School of Public Service or other course providers about registration costs and training results. For most government institutions, personal information is collected under the authority of the Public Service Staff Relations Act and the Public Service Employment Act. For those institutions not subject to these Acts, consult the institution’s Access to Information and Privacy Coordinator to determine collection authority.