SSA-7B Extension File Sample Clauses

SSA-7B Extension File. A. Except as specifically authorized by this agreement, the SSA-7B Extension File or electronic equivalent, is the only authorized file for personnel records, which may be maintained by a supervisor, other than the official personnel folder. B. The file will be screened and purged, normally in February, but in any case no later than March each year and outdated material shall be removed and returned to the employee. C. Records shall be retained only as long as such administrative need exists, but normally no longer than 1 year. D. Employees shall be advised of the nature, location and purpose of their SSA-7B Extension File or electronic equivalent. Employees shall be notified and given a copy of any material placed in the SSA-7B Extension File or electronic equivalent within three
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SSA-7B Extension File. A. Except as specifically authorized by this agreement, the SSA-7B Extension File or electronic equivalent, is the only authorized file for personnel records, which may be maintained by a supervisor, other than the official personnel folder. B. The file will be screened and purged, normally in February, but in any case no later than March each year and outdated material shall be removed and returned to the employee. C. Records shall be retained only as long as such administrative need exists, but normally no longer than 1 year. D. Employees shall be advised of the nature, location and purpose of their SSA-7B Extension File or electronic equivalent. Employees shall be notified and given a copy of any material placed in the SSA-7B Extension File or electronic equivalent within three (3) working days. Employees should acknowledge receipt by signature. It is understood such acknowledgment does not constitute agreement with the contents. It is understood an employee may request and, within reason, receive additional copies at any time. Employees will be allowed to enter into their SSA-7B file or electronic equivalent, additional information or documents, within reason, that are appropriate, relevant, work related and that are not in violation of law or government-wide rules or regulations. If the Agency decides to implement an electronic equivalent to the SSA-7B file, it will provide appropriate notice to the Union and the opportunity to bargain to the extent required by 5 USC Chapter 71.
Sample 1
SSA-7B Extension File. A. The SSA 7B Extension File is the only authorized file for official personnel records which may be maintained by a supervisor. B. The SSA 7B Extension Files will be screened and purged annually and outdated material shall be removed. Records shall be retained only as long as such administrative need exists. C. Employees shall be advised of the nature and purpose of their personnel folder, SSA 7B Extension File, and of their locations. Employees shall be notified and given a photocopy of any material placed in the SSA 7B Extension File within three (3) working days. Employees who review their official personnel file may request a copy of material not routinely furnished them. Employees should acknowledge receipt by signature. It is understood such acknowledgment does not constitute agreement with the contents. D. Memory joggers are notes or diaries maintained by a supervisor with regard to his or her work unit on employees and are not official records, but merely an extension of the supervisor's memory. 1. Such notes or diaries, to the extent that they contain personal observations on individual employees, must be maintained in a secure and private manner and will not be disclosed to any unauthorized person or placed in the SSA 7B Extension File. In those cases where an employee ceases to be supervised by an individual, the personal notes of the supervisor shall not be transferred to the employee's new supervisor. 2. Such notes or diaries may not be used as documentary evidence in a disciplinary action, adverse action, or action based on unacceptable performance unless a copy is provided to the employee within ten (10) days of the date they are recorded. The employee will be given an opportunity to comment, orally and/or in writing, on any such copy provided to the employee.
Sample 1
SSA-7B Extension File. A. Except as specifically authorized by this agreement the SSA-7B Extension File, or electronic equivalent, is the only authorized file for personnel records, which may be maintained by a supervisor(s). B. The file will be screened and purged, normally in February, but in any case no later than March each year and outdated material shall be removed and returned to the employee. C. Records shall be retained in accordance with applicable records retention periods or as long as an administrative need exists. D. Employees shall be advised of the nature, location and purpose of their SSA-7B Extension File or electronic equivalent. Employees shall be notified and given a copy of any material placed in the SSA-7B Extension File or electronic equivalent within three (3) working days. Employees should acknowledge receipt by signature. It is understood such acknowledgment does not constitute agreement with the contents. It is understood an employee may request and, within reason, receive additional copies at any time. Employees will be allowed to enter into their SSA-7B file or electronic equivalent, additional information or documents, within reason, that are appropriate, relevant, work related and that are not in violation of law or government-wide rules or regulations.
Sample 1

Related to SSA-7B Extension File

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