Supervisory File Sample Clauses
The Supervisory File clause establishes the requirement for maintaining a dedicated file or record containing all documents, correspondence, and materials relevant to the supervision of a particular matter or individual. In practice, this file may include reports, evaluations, communications, and any compliance-related documentation that supervisors need to monitor performance or adherence to policies. Its core function is to ensure that there is a centralized, organized repository of supervisory information, which facilitates oversight, accountability, and easy retrieval of records when needed.
Supervisory File. Except when a rejection on probation or an adverse action is being prepared, the notes and documents which were used in preparing the report, or which have time limitations which have lapsed, shall be removed from supervisory files upon expiration of the grievance time frame and given to the employee unless they request that it be destroyed. This shall include any documents which are maintained electronically. Any reference to adverse actions should not be maintained in the supervisory file other than any reference to such in the most current performance report. Upon written request from an employee, any document that is more than one (1) year old must be removed from that employee’s supervisory file.
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
Supervisory File. 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:
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 physical 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; and
(5) written communications between the employee and the supervisor concerning performance or conduct issues.
(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. Supervisors are required to provide a copy to the employee before placing the document in the supervisory file.
(c) A supervisor must provide to an employee 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.
(d) A supervisor may maintain informal notes regarding performance or other information about an employee under the supervision of that supervisor. Supervisory notes are not considered official employee records and are not subject to review by the employee or others and not be the basis for any adverse action against the employee unless incorporated into a document for which notice is received.