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Supervisory and Personnel Files

This document outlines the purpose, ownership, and content management of supervisory and personnel files in ministry contexts. It emphasizes the importance of effective ministry operations through informed decision-making and professional growth. Key components include maintaining records of credentials, continuing education, appraisals, and judicial proceedings while ensuring confidentiality and appropriate access. Procedures for handling complaints, financial misconduct, and performance issues are also highlighted. Access to sensitive information is strictly regulated to protect the privacy of individuals involved.

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Supervisory and Personnel Files

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  1. Supervisory and Personnel Files

  2. Purpose, Owner and Content

  3. Purpose and Ownership • Effective Ministry • Informed Decisions • Professional Growth

  4. Content • Personnel Files • Surrendered Credentials • Optional Data permitted by Referent: • Continuing Education • Awards • Publications • Military Service • Prior employment • Etc. • Personnel Files • Directory information • Census-type info • Family data • Candidacy and provisional info • Conference relations info • Appointment info • Judicial Proceedings

  5. Content • Supervisory Files • Annual Report • Appraisals • Commendations • Disclosure statement • Concerns • Criticism • Events • Crises • Scandals • Commitments/ Requests • Supervisory Files • Appointment info • Biographical info • Candidacy information • Conference relationship info • Complaint procedures records • Surrendered Credentials

  6. Content • No personal character attacks! • No expressions of anger! • No threats!

  7. Access • Cabinet should disclose to SPRC: • Admissions • Current/past complaints and charges • Financial Misconduct • Misconduct of sexual matters • Performance issues which affect appointment

  8. Access • Supervisory Files AND Personnel Files • Disclosure to third parties with permission of referent only! • No access of referent to: • Surrendered credentials • Material for which right of access waived • Material to which the Book of Discipline denies access • Supervisory Files ONLY • Cabinet may deny access to material considered to be confidential, privileged or private in nature

  9. Security Lock and Key; Fire safe Lock and Key; Fire safe

  10. Retention

  11. Retention • Supervisory Files • By the Conference Secretary after: • Death • Retirement or • Termination of conference relationship • Permanent Personnel Files • By the Commission of Archives after: • Death • Retirement or • Termination of conference relationship

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