Common use of Supervisory Files Clause in Contracts

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. 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 safeguarded 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.