1. Supervisor Work Folder & Record Keeping
Missouri National Guard
FEDERAL EMPLOYEE Supervisor Course

2. Purpose of the Work Folder
Provides easy access to technician’s information to help….
You, the supervisor, meet personnel management obligations, and
Your employees, by recording their career accomplishments as well as their job performance
11/24/2018

3. Work Folder Contents Supervisor’s Checklist
Supervisor Record of Personnel Employment (AGMO FORM , April 2016, as directed in the Labor/Management Agreement)
Current Position Description
Current Performance Plan
Interim Review and Appraisal
Miscellaneous
11/24/2018

4. Work Folder Contents Emergency Information (recorded on 904-1)
Performance-related Records
Work and/or Leave Schedules
Requests for Personnel Actions (SF52) just until personnel action is processed. Remove SF52 after personnel action has processed.
Documentation on Details
Training requirements for position
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5. Work Folder Contents Special qualifications and verification documents
Awards or Commendations
Letters of Appreciation
Conduct-related Records
Counseling Records/Written Warnings
Disciplinary/adverse action back-up materials
11/24/2018

6. Prohibited Documents Notification of Personnel Action(SF50)
Pre-employment information/resumes
Security Information
Employee’s Photograph
Self-ID of Medical Disability (SF 256)
Training Certificates of Completions
Personal Medical Information/Workers’ Compensation
Letters of Indebtedness
11/24/2018

7. Personal Notes in Work Folder
REMEMBER: EMPLOYEE MAY REQUEST TO SEE FILE AT ANY TIME (Purge files at regular intervals)
Maintain as temporary memory joggers
Not under agency/organizational control
For your eyes only (FYEO). If an authorized person requests to see the employee record and the memory joggers are still in file then become permanent part of the supervisors Employee Personnel Record.
You decide when they are to be destroyed
11/24/2018

8. Care and Disposition
Maintained in lockable file/desk by the supervisor
Retained indefinitely if relevant to supervisory responsibilities
Transferred to a new supervisor when employee is reassigned
Given to Employee or Destroyed 90 days after employee separates
11/24/2018

9. Work Folder Access
The employee and any other person that he/she authorizes. Must be in writing
Supervisors/managers in the direct chain
Person with official business conducting authorized activities
Persons acting IAW state union contract with permission of the employee
11/24/2018

10. Module 15a Handout #1 Supervisor checklist
11/24/2018

11. QUESTIONS?
11/24/2018