upervisor work folder keeping - hawaii · work folder access the subject employee and any other(s)...
TRANSCRIPT
![Page 1: UPERVISOR WORK FOLDER KEEPING - Hawaii · Work Folder Access The subject employee and any other(s) he/she authorizes in writing Supervisors/managers in the direct chain Persons with](https://reader034.vdocument.in/reader034/viewer/2022051917/6008b031d1e4433ca2641107/html5/thumbnails/1.jpg)
1
SUPERVISOR WORK FOLDER &
RECORD KEEPING
National Guard
Technician Personnel Management Course
![Page 2: UPERVISOR WORK FOLDER KEEPING - Hawaii · Work Folder Access The subject employee and any other(s) he/she authorizes in writing Supervisors/managers in the direct chain Persons with](https://reader034.vdocument.in/reader034/viewer/2022051917/6008b031d1e4433ca2641107/html5/thumbnails/2.jpg)
2
Purpose of a Work Folder
Provides easy access to subordinate information to help…
• you, the supervisor, to meet personnel management obligations, and,
• your subordinate personnel by recording their career accomplishments as well as their job performance
CNGBI 1400.25 vol 293
![Page 3: UPERVISOR WORK FOLDER KEEPING - Hawaii · Work Folder Access The subject employee and any other(s) he/she authorizes in writing Supervisors/managers in the direct chain Persons with](https://reader034.vdocument.in/reader034/viewer/2022051917/6008b031d1e4433ca2641107/html5/thumbnails/3.jpg)
3
Work Folder Contents Supervisor’s Checklist
Supervisor Record of Personnel Employment
• NGB 904-1 or Supervisor’s Brief generated in
DCPDS must be requested of HRO-HRIS by
supervisor
• MyTeam has virtually eliminated need for this –
except for the notes you maintain
• Maintain Hard Copy until approved by HRO
Emergency Information
Performance-related Records
Conduct-related Records
![Page 4: UPERVISOR WORK FOLDER KEEPING - Hawaii · Work Folder Access The subject employee and any other(s) he/she authorizes in writing Supervisors/managers in the direct chain Persons with](https://reader034.vdocument.in/reader034/viewer/2022051917/6008b031d1e4433ca2641107/html5/thumbnails/4.jpg)
4
Work Folder Contents
Leave Schedule
Requests for Personnel Action (SF-52)
Training-related documents (until training completed)
Current Position Description (PD)
![Page 5: UPERVISOR WORK FOLDER KEEPING - Hawaii · Work Folder Access The subject employee and any other(s) he/she authorizes in writing Supervisors/managers in the direct chain Persons with](https://reader034.vdocument.in/reader034/viewer/2022051917/6008b031d1e4433ca2641107/html5/thumbnails/5.jpg)
5
Work Folder Contents
Special qualifications
verification documents
Awards or
Commendations (until
action completed)
![Page 6: UPERVISOR WORK FOLDER KEEPING - Hawaii · Work Folder Access The subject employee and any other(s) he/she authorizes in writing Supervisors/managers in the direct chain Persons with](https://reader034.vdocument.in/reader034/viewer/2022051917/6008b031d1e4433ca2641107/html5/thumbnails/6.jpg)
6
Prohibited Documents
Personnel Action
Forms (SF-50)
Pre-employment
Information/ Resumes
Security Investigations
& Reports (Unless
related to PD)
Photographs
OWCP documents
Military documents
Self-ID of Medical
Disability (SF-256)
Training Certificates
Personal Medical
Information
Debt Letters
Personal Notes
(located in FYEO
folder/book)
![Page 7: UPERVISOR WORK FOLDER KEEPING - Hawaii · Work Folder Access The subject employee and any other(s) he/she authorizes in writing Supervisors/managers in the direct chain Persons with](https://reader034.vdocument.in/reader034/viewer/2022051917/6008b031d1e4433ca2641107/html5/thumbnails/7.jpg)
7
Personal Notes
Separate Folder or Book
Maintained as temporary memory joggers
Not under agency/organizational control
For Your Eyes Only (FYEO)
You decide when they are to be destroyed
![Page 8: UPERVISOR WORK FOLDER KEEPING - Hawaii · Work Folder Access The subject employee and any other(s) he/she authorizes in writing Supervisors/managers in the direct chain Persons with](https://reader034.vdocument.in/reader034/viewer/2022051917/6008b031d1e4433ca2641107/html5/thumbnails/8.jpg)
8
Care and Disposition
Maintained in lockable file/desk at supervisor’s work site or nearby
Retained indefinitely if relevant to supervisory responsibilities
Moved to a new supervisor when employee is reassigned
Destroyed 90 days after employee separates or is separated
![Page 9: UPERVISOR WORK FOLDER KEEPING - Hawaii · Work Folder Access The subject employee and any other(s) he/she authorizes in writing Supervisors/managers in the direct chain Persons with](https://reader034.vdocument.in/reader034/viewer/2022051917/6008b031d1e4433ca2641107/html5/thumbnails/9.jpg)
9
Work Folder Access
The subject employee and any other(s)
he/she authorizes in writing
Supervisors/managers in the direct chain
Persons with official duties conducting
authorized activities (i.e. JAG, IG, OSI)
Persons acting IAW state union contract(s)
![Page 10: UPERVISOR WORK FOLDER KEEPING - Hawaii · Work Folder Access The subject employee and any other(s) he/she authorizes in writing Supervisors/managers in the direct chain Persons with](https://reader034.vdocument.in/reader034/viewer/2022051917/6008b031d1e4433ca2641107/html5/thumbnails/10.jpg)
10
Final Points
Only one work folder per employee
• Separate folder for Military Information
Do not duplicate folders for higher level
supervisors
Responsibility for posting and maintaining
work folder CANNOT be delegated
![Page 11: UPERVISOR WORK FOLDER KEEPING - Hawaii · Work Folder Access The subject employee and any other(s) he/she authorizes in writing Supervisors/managers in the direct chain Persons with](https://reader034.vdocument.in/reader034/viewer/2022051917/6008b031d1e4433ca2641107/html5/thumbnails/11.jpg)
11
Examples or Exercise
![Page 12: UPERVISOR WORK FOLDER KEEPING - Hawaii · Work Folder Access The subject employee and any other(s) he/she authorizes in writing Supervisors/managers in the direct chain Persons with](https://reader034.vdocument.in/reader034/viewer/2022051917/6008b031d1e4433ca2641107/html5/thumbnails/12.jpg)
12
QUESTIONS