Supervisory Files Sample Clauses

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. ‌ 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. (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 ▇▇▇▇▇▇ 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. 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. 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 employees they supervise. Employees shall be notified if a supervisory file is being kept. Supervisory files will be maintained under conditions that ensure the security, integrity, and safekeeping of the files. Upon reasonable notice by the employee to the employee’s supervisor, the employee may inspect the supervisory file within five (5) work days. Upon employee request, a copy of the records and anecdotal notes within the file will be provided. With the employee’s written authorization, the employee’s Union ▇▇▇▇▇▇▇ may inspect the employee’s supervisory file, consistent with the time requirements provided above. By providing such written authorization to the ▇▇▇▇▇▇▇, the employee acknowledges and agrees that the ▇▇▇▇▇▇▇ will be able to view personally identifiable information otherwise protected from disclosure. At the employee’s request, rebuttal documents will be placed in the supervisory file. If the employee ▇▇▇▇▇▇ employment with the university, the supervisory file will be expunged. If the employee promotes, transfers or demotes within the university, 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. 5.1. Except as specifically authorized by this Agreement, a supervisory working file or electronic equivalent, is the only authorized file for personnel records, which may be maintained by a supervisor. 5.2. The file will be screened and purged annually. 5.3. Records shall be retained only as long as such administrative need exists. 5.4. Upon request, an employee will be provided access to any supervisory file maintained pertaining to that employee. Employees shall be given a copy, if requested, of any material placed in the supervisory working file within three (3) working days of the request. Employees will be allowed to enter into their supervisory working file additional information that is appropriate and work related, including rebuttals. 5.5. An employee does not have the right to supervisory personal notes (memory joggers). Personal notes pertaining to an employee not qualifying as a system of records under the Privacy Act may only be kept and maintained by and for the personal use of the supervisory official who wrote them. If personal notes are used to support an administrative action these must no longer be considered personal notes and shall be maintained in accordance with this section. These personal notes or memory joggers will not be used to circumvent timely disclosure to an employee, nor may they be used to retain information that should properly be contained in a system of records as required by the Privacy Act.