Common use of Supervisory File Clause in Contracts

Supervisory File. A. A supervisor may maintain a file for each employee supervised that contains documents related to the previous 12 months. Supervisory records must not contain any information about an employee’s medical or psychological condition, but may include: 1. Copies of records contained in the departmental operating record; 2. Commendations and verified complaints from customers concerning the employee’s job performance or conduct; 3. Notes made by the supervisor during a performance review or other counseling sessions with the employee; 4. Copies of the employee’s completed work assignments, draft documents, or work in progress; 5. Written communications between the employee and the supervisor concerning performance or conduct issues. 6. Notes from health care providers submitted by employees during the last 12 months to confirm medical appointments, excuses from work, duty status, returns to work, and work restrictions. B. A supervisor must permit an employee to review the supervisory file upon request and provide a rebuttal to any document in the supervisory file and have it placed in the file. C. A supervisor must provide an employee with a copy of any document that the supervisor places in the official personnel file or departmental operating record and allow the employee to submit a rebuttal to any adverse document. The supervisor must have the employee’s rebuttal placed in the file. The contents of the supervisory file are to be safeguarded from review by co- workers or station personnel who are not the employee’s supervisors. D. Materials in a supervisory file are valid for a period of twelve (12) months, and may be used only during that time or during a rating period covering the period of documentation to support official personnel actions. These materials become a part of an employee’s official or operating record only if they are incorporated in or attached to related personnel actions within twelve