Supervisor's/Team Leader's Records of Employees.
None.
Immediate supervisor(s)/team leader(s) and two higher supervisory
levels at all facilities of the Department, as well as the national and
regional personnel offices. Emergency addressee information may be kept upon
the supervisor's person when appropriate.
Requests for a reasonable
accommodation are made to supervisors. The Civil Rights Center may temporarily
maintain a copy of such requests and of the medical documents submitted by the
employee when the Public Health Service physician completes his or her review
of the request.
Current employees and employees who have retired or left the office
within the last twelve months.
Records related to individuals while employed by the Department and
which contain such information as: record of employee/supervisor discussions,
supervisor(s)/team leader(s) observations, supervisory copies of officially
recommended actions, reports of FTS telephone usage containing call detail
information, awards, disciplinary actions, emergency addressee information,
flexiplace records, reports of on-the-job accidents, injuries, illnesses,
correspondence from physicians, and training requests. The system also contains
records relating to requests for reasonable accommodation, and/or leave,
including medical documents submitted by employees, as well as reports and
records by the Public Health Service physicians who have reviewed the
accommodation requests.
The system also contains labor relations materials such as performance
improvement plans (PIPs), reprimands, suspensions of less than 14 days, leave
restrictions and related materials.
5 U.S.C. 301, 1302, 2951, 4118, Reorganization Plan 6 of 1950, and the
Civil Service Reform Act of 1978. The Rehabilitation Act and the American
Disabilities Awareness Act.
To maintain a file for the use of supervisor(s)/team leader(s) in
performing their responsibilities and to support specific personnel actions on
employees.
A. Selected information may be disclosed at appropriate stages of
adjudication to the Merit Systems Protection Board, Office of the Special
Counsel, the Federal Labor Relations Authority, the Equal Employment
Opportunity Commission, arbitrators, or the courts for the purposes of
satisfying requirements related to investigation of prohibited personnel
practices, appeals, special studies investigations of alleged EEOC
discrimination practices and unfair labor practices.
B. Records relating to a request for a reasonable accommodation may be
referred to the Public Health Service (PHS) or other physicians for their
review and evaluation of the request.
C. Data may be disclosed to medical providers for the purpose of
evaluating sick leave absences based upon illness or injury.
None.
Records are maintained in manual files.
By name of employee.
Locked storage cabinets and desks. Access limited to
officials/employees on a need to know basis.
Records are maintained on current employees. Records on former
employees are kept for one year, then destroyed.
All supervisor(s)/team leader(s) having responsibility for performance
management plans, performance standards, or ratings.
An individual may inquire whether the system contains a record
pertaining to her/him by contacting the supervisor/team leader who completes
his/her performance standards and rating.
A request for access will be addressed to the appropriate system
manager listed above. Individuals must furnish their name in order for their
records to be located and identified:
A petition for amendments shall be addressed to the appropriate System
Manager.
Information is supplied by the individual, supervisor(s)/team
leader(s), agency officials, medical providers and co-workers.
None.
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