Standard personal information banks

Class of Individuals: Employees of the government institution and other individuals using institutional electronic networks, including: student employees; contract staff and agency personnel; members of the public; Ministerial staff; or Members of Parliament that send e-mail to the government institution or specific individuals within the government institution.

Purpose: The information contained in the records may be compiled to support the investigation of suspected or alleged misuse, or deliberate or inadvertent impairment or compromise of government electronic networks by persons employed by the institution or by other individuals from outside the institution.

Consistent Uses: The information may be used to substantiate any disciplinary action taken where violation of institutional policies or the Policy on the Use of Electronic Networks is determined. If an internal investigation determines that criminal actions may have taken place, the information may be shared with appropriate police authorities. This information may be used to provide reports to management. The information may also be used for research, planning, audit and evaluation 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: 98/001

Related Record Number: PRN 932

Bank Number: PSU 905

Employee Assistance
Description: The records containing the information described in this bank are treated in a confidential fashion that is relative to an employee’s involvement in an Employee Assistance Program. These records may include notice of voluntary or mandatory (supervisory work performance related) referral; records of reference to, or reports and correspondence from a health professional or rehabilitation agency; and only non-medical interpretations concerning an employee’s work capability or limitations. All personal medical data shall be maintained in a medical protected status under the control of the Occupational and Environmental Health Services Agency. Records relating to work performance deficiencies, absenteeism and disciplinary matters are to be held in the appropriate institutional record (with its related personal information bank) and not held with Employee Assistance Program files.

Class of Individuals: Employees of the institution.

Purpose: The purpose of these records is to document information necessary for the administration of the Employee Assistance Program. To determine the need for employee assistance counselling, referrals for medical evaluations and participation in rehabilitation programs.

Consistent Uses: To support decisions regarding employee assistance measures.

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 922

Bank Number: PSE 916

Employee Performance Management Program
Description: This bank describes information that is used in support of performance management of employees of the government institution. The personal information may include: name, biographical information, educational information, employee personnel information, medical information, employee identification number, other identification numbers, signature, views and opinions of, and about an individual.

Note: Bank formerly called Performance Management Reviews. Description last updated: March 2014.

Class of Individuals: Employees of the government institution.

Purpose: The personal information is used to assess and rate employee performance against established expectations (work competencies and objectives) and rating scale. The personal information is also used to support decisions in respect of assigning recognition, undertaking remedial action plans, identification of training and development needs, approval of performance compensation and annual increments, promotions, transfers, retention, demotion of employees, termination of employment, extension of probation and rejection of employees on probation, employee assistance and occupational health and safety. For many institutions, personal information is collected pursuant to section 12 of the Financial Administration Act (FAA). For institutions that are not part of the core public administration, consult the institution’s Access to Information Coordinator to determine collection authority.

Consistent Uses: The information may be used or disclosed for the following purposes: reporting to senior management, evaluation, audit, talent management and succession planning, policy analysis, research and statistics. For institutions of the core public administration, information may be shared with Treasury Board of Canada Secretariat, refer to TBS PCE 754 Performance Management Program for Employees. Information may be shared with other programs or activities of the government institution; refer to PSE 911 Discipline, PSE 916 Employee Assistance, PSE 901 Employee Personnel Record, PSE 910 Grievances, PSU 935 Human Resources Planning, PSE 907 Occupational Health and Safety, PSE 904 Pay and Benefits, PSE 920 Recognition Program, PSE 902 Staffing, PSE 905 Training and Development.