1385 - Employee Supervision & Development

Records relating to the day-to-day supervision and development of employees (including volunteers) at the worksite.  This includes the management of employees on sick leave and their return to work, as well as investigations of alleged employee misconduct.

Record types include correspondence, employee performance and development plans (EPDPs), applications, forms, agreements, reports, and photographs.

NOTE:  The official employee personnel file is held by the BC Public Service Agency (BCPSA).  Agencies with their own internal human resources services should use the Human Resource ARCS Supplement (HRAS), the Emergency Health Services ARCS Supplement, or the Liquor Distribution ARCS Supplement.  Agencies must be registered to use HRAS.  For guidance, please contact your Records Officer.

For Article 29 committees, see secondary 200-20.
For complaints, disputes, and grievances, see secondary 1480-20.
For criminal record check consent forms, see secondary 1665-04.
For executive leadership development applications, see secondary 1705-02.
For personal protective equipment fit tests, see secondary 1560-08.
For training course development and delivery, see primary 1735.

non-OPR NOTE: Offices will retain non-OPR copies of records for: SO nil DE

Primary-Secondary Records Series OPR
  A SA FD  
1385-00 Policy and procedures SO nil DE  
1385-01 General CY+1y nil DE  
1385-20 Branch employee files
(arrange by surname)
SO = when no longer required by manager/supervisor or upon expiry of retention periods stipulated in the collective agreement (e.g., disciplinary records)
NOTE:  The official employee personnel file is held by BCPSA, but supervisors/managers may retain certain job-specific records.  They may include confirmation/verification of employment records, copies of job descriptions, agreements to work different hours, time and leave reporting records, approved vacation requests, EPDPs and related training and development information, investigations of alleged misconduct, relocation information, ergonomic assessments and related letters to employees, building access information, exit interviews, and return to work plans for employees on health-related absences.
NOTE:  When EPDPs or equivalent plans are used as an appraisal form signed by the employee and supervisor, a copy is sent to BCPSA for filing on the employee’s personnel file.
NOTE:  Employee training information is recorded on the Corporate Human Resource Information and Payroll System (CHIPS), which is maintained by BCPSA.

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