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Staff Working File
Local supervisors may should keep an a informal working file for their staff members. All documents in the working file should only include objective and observable information and should be treated with the same level of confidentiality as the Employee Filedirect reports. The working file prevents a manager/supervisor from relying on his or her memory. Anything related to a staff member’s employment can be tracked in a working file. These files must be kept confidential and secured (locked away if a physical copy or password protected if electronic) and should only contain objective, observable information. Items that might be included in a working file include:
- Documentation of things the staff member has done very well – specific examples
- Copies of corrective actions or “Standards of Performance” documents that have been issued
- Time off requests
- Notes of one-on-one coaching times that are specific and refrain from assumptions
- Copies of annual performance evaluations
- Copy of the staff member’s job description
To restate, information kept in a working file should not include assumptions or subjective conclusions unless preceded by objective, observable examples. For example, the staff member has a bad attitude. This is subjective however could FOLLOW this information: the staff member yelled at Joe student on Friday, September 19th and did not speak to any of the staff during the staff meeting on Tuesday, September 23rd . The staff member has often kept their arms folded and frowned during team meetings over the past month leading me to the conclusion that the staff member is upset for some reason and is refusing to engage others in a positive manner.
Shared Documents (via Google, Microsoft 365, etc.)
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