FILE TYPES. The following are the types of files that may be maintained on each employee. Medical File Medical Files are maintained by the employee's Department or Division and will be kept separate and confidential in accordance with federal and state law. Comprehensive payroll records will be maintained for each employee by the appropriate Payroll Unit. Personnel File One (1) official Personnel File may be maintained by the Employer for each employee. One (l) Personnel File may also be maintained by the employee's Departmental or Divisional Human Resources Office. Personnel Files generally contain documentation such as Employment Status Maintenance Transaction (ESMT) forms, mandatory employment forms such as policy acknowledgements, performance evaluations, and disciplinary actions. The Departmental or Divisional Personnel File may also contain copies of letters of commendation, training certificates, or other work- related documentation that an employee's supervisor has requested be included in the file. Each first line supervisor will keep a Supervisor File on each employee they supervise. The supervisor may use the Supervisor File to store information on the employee to help create a performance evaluation, or if warranted, a Performance Improvement Plan (PIP) or a Last Chance Agreement (LCA). The confidentiality and security of Supervisor Files will be maintained to the extent allowed or required by law. The Employer may maintain a record of all training the employee has taken while in active service. In addition, employees are responsible for maintaining copies of all training documentation.
Appears in 3 contracts
Sources: Collective Bargaining Agreement, Collective Bargaining Agreement, Collective Bargaining Agreement