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Leaders and supervisors may only have access to Employee File information on a need-to-know basis. Employees may have access to the file in accordance with their applicable state 's laws.
A church or ministry leader who is considering the hire of hiring a former employee or the transfer of a current employee may be granted access to the file , or limited parts of it.
Contents of Employee File
- Selected pre-employment documents
- Job descriptions
- Performance evaluations
- Warnings, counseling, and corrective action notices (e.g., Standards of Performance)
- Records relating to promotion, demotion, or transfer
- Education and training records
- Pay and compensation information
- Field Manual and policy acknowledgments
- Employment agreements
- Letters of recognition and awards
- Termination notice and documentation
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Local supervisors should keep a an informal working file for their direct 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:
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Shared Documents (via Google, Microsoft 365, etc.)
With most documents being stored digitally in software applications that allow for easy sharing, leaders and supervisors must be diligent about tracking who has access to confidential documents and files. Please use the following guidelines when handling employee documents:
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