WHO IS ACCREDITED?

Private Organization Accreditation

Stillwater-based FamilyMeans provides services in budget and credit counseling, mental health, collaborative divorce, caregiver support, youth programming, and an employee assistance program. 
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VOLUNTEER TESTIMONIAL

Anita Paukovits

Volunteer Roles: Peer Reviewer

Being a COA peer reviewer has clearly played a role in my professional development and has made me a better administrator at my own agency as a result!  To be part of a professional network that is on the cutting edge of program, practice, fiscal responsibility, and insuring Best Practice across the field is an amazing opportunity.
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Purpose

A stable, qualified workforce contributes effectively and efficiently to service recipient satisfaction and positive service delivery results.

CA-HR 7: Personnel Records

The organization maintains personnel records in compliance with applicable legal and regulatory requirements.

Interpretation: The organization is not required to maintain personnel records for short-term or episodic volunteers who support the organization through administrative, clerical, fundraising, or other functions.

Note: Please see Personnel Records Checklist - Canadian and Employee Records Tip Sheet - Canadian for additional assistance with this standard.

Rating Indicators
1
The organization's practices fully meet the standard, as indicated by full implementation of the practices outlined in the CA-HR 7 Practice standards.
2
Practices are basically sound but there is room for improvement, as noted in the ratings for the CA-HR 7 Practice standards.
3
Practice requires significant improvement, as noted in the ratings for the CA-HR 7 Practice standards.
4
Implementation of the standard is minimal or there is no evidence of implementation at all, as noted in the ratings for the CA-HR 7 Practice standards.

Table of Evidence

Self-Study Evidence On-Site Evidence On-Site Activities
    • Procedures for maintaining personnel records (all CA-HR 7) standards
    • Procedures regarding access to personnel records
    • Personnel records
    • Interview:
      1. HR Director
      2. Supervisory personnel
      3. Personnel at all levels

  • CA-HR 7.01

    Personnel records are updated regularly, and contain:

    1. identifying information and emergency contacts;
    2. application for employment, hiring documents including job postings and interview notes, and reference verification;
    3. job description;
    4. compensation documentation, as appropriate;
    5. pre-service and in-service training records; and
    6. performance reviews and all documentation relating to performance, including disciplinary actions and termination summaries, if applicable.

    Interpretation: An organization may maintain records in separate files according to its own record keeping system as required by law or regulation. 

    For example, EAP, health records, immigration status documentation, grievance, and complaint and response documents must be kept separately from other personnel records to protect privacy, in compliance with relevant legislative, regulatory, and/or contractual requirements.

    Rating Indicators
    1
    The organization's practices reflect full implementation of the standard.
    2
    Practices are basically sound but there is room for improvement; e.g., 
    • With few exceptions, the organization complies with the standard, but a few records reviewed on newly hired personnel have not yet been completed; or
    • Documentation in a few records need updating.
    3
    Practice requires significant improvement; e.g.,
    • Many personnel files did not include all the relevant elements; job descriptions, pre- and post-service training, interview notes, questions, etc.; or
    • Documents in many files are outdated or missing.
    4
    Implementation of the standard is minimal or there is no evidence of implementation at all; e.g.,
    • Personnel records are consistently incomplete or missing required documentation; or
    • There is evidence that personnel files are not maintained in compliance with applicable law or regulation, e.g., different record components are not appropriately separated.

  • CA-HR 7.02

    Personnel records contain health information or reports for annual physical examinations, appropriate to the job position or when required by law, regulations, and/or contracts.

    NA The organization does not employ persons in positions where health information or physical examinations are appropriate or required by law, regulations, and/or contracts.

    Rating Indicators
    1
    The organization's practices reflect full implementation of the standard.
    2
    Practices are basically sound but there is room for improvement; e.g., 
    • In a few instances documentation is outdated or missing but remedial action is being taken.
    3
    Practice requires significant improvement; e.g.,
    • Documentation is outdated or missing from a significant percentage of personnel files.
    4
    Implementation of the standard is minimal or there is no evidence of implementation at all.

  • CA-HR 7.03

    Access to personnel records is limited to authorized personnel on a need-to-know basis.

    Rating Indicators
    1
    The organization's practices reflect full implementation of the standard.
    2
    Practices are basically sound but there is room for improvement; e.g.,
    • Staff seem unclear about authorized access to different components of personnel records, but the organization is addressing the issue.
    3
    Practice requires significant improvement; e.g.
    • The organization has not assessed if its practices regarding file access meets legal requirements; or
    • Supervisors report being confused about access procedures and/or there have been a few incidents of unauthorized access.
    4
    Implementation of the standard is minimal or there is no evidence of implementation at all.

  • CA-HR 7.04

    Personnel may review, add, and correct information contained in their records, in accordance with applicable law, regulations, and/or contracts.

    Rating Indicators
    1
    The organization's practices reflect full implementation of the standard.
    2
    Practices are basically sound but there is room for improvement; e.g., 
    • Personnel report that they are able to make additions or corrections, but procedures need some clarification.
    3
    Practice requires significant improvement; e.g.,
    • Personnel are uncertain about procedures, and there is no evidence of management’s effort to clarify the issue.
    4
    Implementation of the standard is minimal or there is no evidence of implementation at all.

  • CA-HR 7.05

    The organization provides all departing personnel with an opportunity to participate in an exit interview and documents the interview feedback or exit interview declination in the personnel record. 

    Interpretation: This interview enables personnel to address administrative issues related to the transition, as well as to provide feedback on the organization’s strengths and weaknesses.

    Rating Indicators
    1
    The organization's practices reflect full implementation of the standard.
    2
    Practices are basically sound but there is room for improvement; e.g., 
    • Documentation of exit interviews is not comprehensive and/or used for performance improvement.
    3
    Practice requires significant improvement; e.g.,
    • Exit interviews are sporadic and/or occur only at the request of the employee.
    4
    Implementation of the standard is minimal or there is no evidence of implementation at all.
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