Building Files. Supervisors and principals may maintain an information file, or “working file,” at their work site pertaining to employees for whom they have formal evaluation and/or supervisory responsibility. In keeping with Section 4.3, any issues of concern shall be shared with the employee, in a timely manner, if the employee has not otherwise been sent a copy of the document.
Building Files a. The contents of all individual files maintained by building principals and/or program managers will be shown to the respective staff member. Staff members will be requested to sign each document kept in their building files to acknowledge that they have seen their building file contents. The signature of the staff member does not imply that the staff member agrees with the contents of the document. If the individual is asked to sign a document and refuses, it will be documented that the information was shown to the individual, but s/he refused to sign.
Building Files. A. Supervisors may maintain an information file at the work site for employees for whom they have formal evaluation responsibility subject to the following conditions:
Building Files. Supervisors and principals may maintain an information file, or “building file,” at their work site pertaining to employees for whom they have formal evaluation and/or supervisory responsibility. In a timely manner, a copy of any document placed in an employee’s building file shall be shared with the employee, if the employee has not otherwise been sent a copy of the document. Upon request and by prior appointment, each employee shall have the right to review his/her building file in the presence of the principal, supervisor or his/her designee. If an employee requests that the principal, supervisor, or designee (supervisor) remove a document from the building file, the supervisor may either (a) remove the document, or (b) decline to remove the document with an explanation regarding why the document will not be removed. If the employee is not satisfied with the supervisor’s response, the employee may request a meeting between the supervisor, the employee, a BEA representative, and a Human Resources representative to discuss the matter. The parties will discuss the matter and attempt to reach a resolution to the employee’s request. If the matter is not resolved, the employee may attach a response to the document. If an employee is transferred, his or her building file will be transferred to the administrator who will have formal supervisory responsibility for the transferring employee. If an employee resigns or retires, the employee’s building file will be transferred to Human Resources for disposition.
Building Files. It is understood that principals may have confidential “building files” separate from the Human Resources’ personnel files. Principals may keep in these files documentation and performance information that may be used in the evaluation process. A typical building file may include:
Building Files. The contents of all individual files maintained by building principals and/or program managers will be shown to the respective employees. Employees will be requested to sign each document kept in their building files to acknowledge that they have seen their building/program file contents. The signature of the employee does not imply that the employee agrees with the contents of the document. An employee may attach a written statement to any document contained in his/her building file. If the individual is asked to sign the information and refuses, it will be documented that the information was shown to the individual but s/he refused to sign. Letters of Direction, documented verbal warnings, or written reprimands will be removed at the employee’s request from an employee’s building file after two years, provided there are no additional reprimands added during the two year period. In accordance with WAC 181-88 and RCW 28A.400.301, no information related to substantiated verbal or physical abuse or sexual misconduct may be removed from any employee file. Every two years there will be a mandatory review of all building files. Materials in the file that are unnecessary for record keeping will be removed and destroyed.
