Supervisory Files. Supervisory files will be purged of the previous year’s job performance information following completion of the annual performance evaluation unless circumstances warrant otherwise.
Supervisory Files.
A. Supervisory files contain supporting documents, references, or records maintained by the employee’s supervisor relating to an employee’s job performance. Supervisory files may contain, but are not limited to:
1. Job performance documentation.
Supervisory Files. Departments or administrative units may maintain performance and evaluative material related to a GA in a supervisory file. Supervisory files are not considered official personnel records. A GA, with or without a GEU Representative, will have the right to review their supervisory file at a reasonable time and place as scheduled by the department or administrative unit.
Supervisory Files. Supervisors may keep records and/or anecdotal notes on subordinate employees. Employees shall be notified if a supervisory file is being kept.
Supervisory Files. 1. Supervisors may maintain a file for each employee under their supervision which contains informal notes by the supervisor concerning the employee’s job performance or conduct, notes made in performance review or other counseling sessions with the employee, copies of completed work assignments, drafts or work in progress and informal written communications between the employee and the supervisor concerning performance or conduct issues.
2. A supervisory file is reviewable by the subject employee on request, and is to be safeguard- ed from review by any other individual except on a need to know basis as provided in §B.8.
3. The purpose of supervisory files is to encourage supervisors to maintain an informal record on a continuing basis which will provide substantiation for performance ratings or other performance or conduct related actions.
4. 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 the 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 (12) months from the date they were originated. Materials in a supervisory file, which are not used to support a formal personnel action within 12 months of their inception, cannot serve as the basis for any further personnel actions, and shall be removed from the file.
5. The LMRC shall study, review, and evaluate changes to electronic supervisory files.
Supervisory Files. The District may allow supervisors to keep a secondary file on individual employees for the purpose of aiding supervisors in preparing evaluations. Such material contained in secondary personnel files will relate only to job performance. This shall not preclude the maintenance of all lawful payroll records by the Business Office nor maintenance of other essential records by appropriate personnel for the operation of the institution.
Supervisory Files. (A) Supervisors may keep records and/or anecdotal notes on subordinate employees. Employees shall be notified if a supervisory file is being kept.
(B) The employee may inspect the supervisory file upon reasonable notice to the supervisor. Upon employee request, a copy of the records and anecdotal notes within the file will be provided.
(C) At the employee’s request, rebuttal documents will be placed in the supervisory file.
(D) If the employee xxxxxx his/her employment with the university/college, the supervisory file will be expunged. If the employee promotes, transfers or demotes within the university/college, the supervisory file will be retained in the former department for a period of up to one (1) year from the effective date of such action, at which time the file will be expunged.
Supervisory Files. Any incident reports and/or complaint or informal records appearing within a supervisory file which are not utilized in the evaluation process or disciplinary process within a twelve (12) month period from the date of the report may not be used as evidence against an employee in future disciplinary actions or performance evaluations. However, any incident reports and/or complaints which are cited specifically within a performance evaluation, disciplinary action, or otherwise appropriately placed within the official personnel file may be considered. For disciplinary purposes Article 13 of the MOA shall prevail.
Supervisory Files. Supervisors may keep records and/or anecdotal notes on police officers for the purpose of officer development and supervision. Supervisory files will be maintained under conditions that ensure the integrity and safekeeping of the files.
Supervisory Files. 1. Supervisors of bargaining unit employees may maintain worksite files on such matters as emergency locator information, time and attendance records, training, award, and promotion histories, and other matters pertinent to the performance of their personnel management responsibilities. In most instances, such files will contain only information that is accessible to the employee through the records maintained by HRD. To the extent that the supervisor maintains records containing information that is not duplicate of material contained in the official files maintained by HRD, such records, other than reports of an ongoing criminal investigation, shall be disclosed upon request to the employee who is the subject of the information or to his /her designated representative. Personal notes that a supervisor may keep as a memory jogger are not considered records and are not releasable to employees, unless relied upon by the supervisor in taking a formal disciplinary or adverse action.
2. Employees may make a written statement to the Employer in response to information they consider unfavorable to themselves which is maintained by the supervisor as a record.
3. No record, information, or document in the supervisor's or personnel office's worksite file will be made available to any unauthorized persons to inspect, review, copy or photocopy. Such information will be made available to authorized persons only for official use, as specified by OPM, other applicable laws, and this agreement.
4. The Employer will disclose to the employee or designated representative who is authorized in writing by the employee, all information, including worksite personnel files, used as a basis for disciplinary or adverse action at the time of the proposed action; or, for information received later, within ten (10) work days of the receipt and verification by HRD of such information.
