Human Resources HR15 - Grievances and Arbitrations - Case Files

Accessed:	2026-07-17
Purpose of series:	Records series documenting the adjudication of grievances and arbitrations between employees and/or employee groups and the University.
Scope and contents:	Includes (but not limited to): informal and formal resolutions, grievances, arbitration, awards, correspondence, memoranda of agreement, minutes of settlement, submissions, records of meetings and related documentation. Note: Security Classifications differ - grievances are confidential while arbitrations are public.
Cross reference:	For Dalhousie Faculty Association (DFA) and Non- DFA See HR80 Tenure and Promotion Recommendations; See: GV26 for Appeals
Exceptions:

Primary offices:	Human Resources
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Secure destruction except for those records listed in Retention Instructions
Primary office retention period:	25 years
Primary office retention instructions:	S/O (Superseded/Obsolete) = Case resolved and appeal period expired. Disposition Plan: After the written notice of case revilement and appeal period concluded formal resolutions, settlements, and awarded decisions will be retained for 25 years then destroyed. All other related documentation will be destroyed 5 years after case resolved and appeal period expired.

Secondary offices:	Other Units
Secondary office retention trigger:	Superseded / Obsolete
Secondary office disposition:	Secure Destruction
Secondary office retention period:	10 years
Secondary office retention instructions:	S/O (Superseded/Obsolete)= Case resolved and appeal period expired. After the written notice of case resolved and appeal period expired formal resolutions, settlements, and other documentation will be retained for 10 years then destroyed; Informal resolutions Retained in Unit specific personnel file. See: Personnel File HR51, Personnel File - Non-Pensionable HR52, Personnel File - Student Hires HR53.

Retention rationale:

Formal grievances and arbitrations retained by Human Resources for 25 years to cover appeal times and expected operational use. Decision and settlements retained permanently as there is an invested interest in what had been previous decided and actioned. Informal Resolutions kept by unit for 10 years as they are not held by Human Resources, to cover appeal periods, and expected operational use.

Vital records	Electronic systems	Personal information	Official media
Yes	NAS	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2021-08-30 09:36:44		Confidential

Notes:

Security Classification : Grievances - Confidential; Arbitration Decisions - Public