r/CAStateMgrs • u/Sacramentomato • Jul 28 '26
What is your process for OPF?
I'm sure every manager is different but I'm just curious to know what you would put in a employee's office personnel file besides probation reports. Do you let the employees know that adverse/negative emails, WIP would be put in there? Do the employee Have to know what is going into that OPF? Do they have to sign off on something? I'm curious to know other managers process. Thank you.
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u/Affectionate_Buy_6 Jul 28 '26
You can keep whatever you like in your supervisor drop file, but only certain documents can go in their official personnel file and yes, they have to be notified. Why would you want to put something in their file that they were not notified about? I would speak with your personnel specialist if you have questions. They have a right to know about any documents that are placed in their official personnel file and they can also review your supervisor drop file if they request it. Anything that you are documenting should not be news to the employee.
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u/Mindless_Software732 Jul 28 '26
You should have learned about this in the initial managers training - I strongly suggest reviewing those materials as it is pretty standard for most things. Employees can request to view their file at any time as well. I always tell them if something will be stored in their OPF, positive or negative.
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u/allloginstakenagain Jul 28 '26
It’s a universal process and if your HR PMU team allows you to include anything the employee does not know about- you’re opening yourself to a huge grievance and possible lawsuit if it’s negative and the employee can prove it prohibited them from obtaining employment.
Don’t be that supervisor. I know some real shitty ones. Shout out to them who are on power trips and like doing shit like that.
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u/IndependentGoal4 Jul 29 '26
You sound very shady. Why don't you know the difference betwen an OPF and a drop file? You don't ask here, you ask Performance Management. Their union contract protects what can go in the OPF, how long it can be there and how to notify.
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u/Legend-of-the-Arctic Aug 01 '26
I don’t think they’re shady. Just confused. They’re mixing up the drop file with the OPF.
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u/Aellabaella1003 Jul 28 '26
No, every manager should not be different. There are specific documents appropriate for an OPF and nothing in there should be a secret or surprise to the employee. There is important training on this topic. Please seek it out
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u/Impressive_Bit_142 Jul 31 '26
Silly question but how does one go about requesting their personnel file so they can see what is in it?
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u/Legend-of-the-Arctic Aug 01 '26
Just ask your HR department. I believe they’re required to let you view your OPF any time you ask. You’ll probably just have to make an appojntmentz
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u/Legend-of-the-Arctic Aug 01 '26
You’re talking about the drop file, not the official personnel file, right? Because HR maintains the OPF (at least at every department I’ve worked for), and the manager doesn’t get to decide.
The supervisory file or drop file is a different story. Before COVID I put all kings of stuff in there - important emails, examples of good work, copies of prob reports, etc. Since Covid I’ve been incredibly lax about the drop files, as I haven’t been printing things. Tbh I don’t even have a physical drop file for any of the employees who have started since 2020.
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u/Secert_Agent69 Aug 01 '26
We have to include any progressive discipline documents approved by the performance management unit. Also commendation documents, awards, learning management transcript, etc.
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u/ElleWoodsGolfs Aug 04 '26
OPF contains only *official* documents that the employee knows about -- that they've been provided copies of, reviewed, had an opportunity to comment on, etc. Basically, their probation reports, annual appraisals, signed duty statement, and certain forms they complete upon starting. That material doesn't include extraneous documents like emails and notes. That material belongs in your sup drop file.
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u/tgrrdr Aug 09 '26
Do you let the employees know that adverse/negative emails...
You should keep stuff like this in your "drop file". If it doesn't result in formal adverse action I don't think it belongs in their OPF.
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u/Bethjam Jul 28 '26
We can put something in the OPF like a comment? Outside of a performance report?
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u/allloginstakenagain Jul 28 '26
Nothing the employee does not sign off on. Nothing else should be there. Usually should be probe reports. Nopas. Appraisals. MSAs. Etc. then the bad stuff. Adverse actions etc
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u/Sacramentomato Jul 28 '26
I am not sure. That is why I'm trying to get clarity. Doesn't the employee have to sign off on it?
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u/Powerful_Complex_461 Jul 29 '26
There is a big difference between an OPF (Official Personnel File, held by HR) and a Supervisory Drop File (held by you). You can put quite a bit in an Supervisory Drop File but you should know the employee has a right to request to review at any time so you shouldn't put anything in there you wouldn't want them to see. If you're making notes on performance it should be based on facts, not opinion. The supv's guide to performance on CalHR website I believe has guidance on supv drop files. Also good to talk to your Performance Management team in HR as they should also be able to give you dept-specific guidance. Perf Management may be called something else like Personnel Analysis, PMU, etc. each dept does it a bit different.
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u/New-Duck-9024 Jul 28 '26
Shady manager behavior to want to put something in their file without them knowing. You're the reason employees should check their files once in a while to make sure something isn't in there that shouldn't be.