Supervisory Notes a. Supervisors may retain notes, commonly referred to as “memory joggers.” These notes are considered to be mere extensions of a supervisor’s memory and are not Agency records subject to the record keeping or other requirements of applicable laws and regulations, including the Privacy Act. Notes may be retained or discarded, at the discretion of the supervisor. Supervisors must maintain such notes in a secure manner and not disclose them to anyone without a need to know.
Supervisory Notes. A. Supervisory notes and files that are kept on employees and not placed in official files are for the sole use of that supervisor. They are intended only to serve as memory joggers.
Supervisory Notes. Supervisory notes are the supervisor’s personal notes that may be kept as a reminder in carrying out their supervisory responsibilities. If a supervisor makes a personal decision to keep notes on an employee, the notes: Must be absolutely uncirculated, they cannot be reviewed by anyone else (including secretaries, other supervisors, or Department official(s)); and, Must be maintained in secure fashion in order to prevent unauthorized disclosure, in accordance with 5 CFR 293. Supervisory notes may only be used to support any action detrimental to an employee if such notes have been shown to the employee at the earliest available time after the entry was made and a copy provided to the employee. If a supervisor gives a copy of the note to the employee more than 7 calendar days after the note was created, the supervisor must provide a written explanation why there was a delay in providing the note. In any event, supervisory notes may be retained for six months, unless used in a personnel action. Once an employee has received a copy of the supervisory notes, the notes can be provided to an appropriate Department official with a legitimate need to know for the performance of their duties.
Supervisory Notes. Management officials at any level will not keep files specific to individual RNs maintained under their name, social security number, and/or any recognizable personal identifier not approved by the VA as an official system of records.
Supervisory Notes. 1. Subject to Paragraph 2, infra, if a supervisor makes a personal decision to keep notes on an employee, the notes: (1) must be absolutely uncirculated, they cannot be reviewed by anyone else (including secretaries, other supervisors, or management official(s)) and (2) must be maintained in secure fashion in order to prevent unauthorized disclosure.
Supervisory Notes. A. Individual files on each employee, not approved by the Agency as an official system of record, will not be kept by management officials at any level.
