Local Employment Policy Handbook - ICASS

FORMS AND FILES
LE Staff
HR keeps all employment forms and documentation of Ordinarily Resident LE Staff in the employee’s
Official Personnel File (OPF).
HR keeps all documentation on performance (e.g., Employee Performance Reports, JF-50, Performance
Improvement Plans, JF-50B, and Award Nominations) of Ordinarily Resident LE Staff in the Employee
Performance File (EPF).
Appointment Eligible Family Members (AEFMs)
State: For State positions staffed with an AEFM under a Family Member Appointment or Temporary
Appointment, HR sends the original paperwork to the State regional or functional bureau Family Member
Employment (FME) Coordinator. The FME Coordinator makes a copy of all documents for the bureau’s
file and then sends the originals to Records Management (HR/EX/RIM) for placement in the employee’s
OPF
The FME Coordinator keeps the bureau file for three years. After three years, the FME Coordinator
destroys the regional or functional bureau file. HR/EX/RIM has the only complete documentation history
for AEFMs.
Other Agency: When an agency under Chief of Mission authority chooses to hire an AEFM on a direct
hire appointment, HR contacts their agency’s US headquarters for instructions on form processing and file
retention.
Eligible Family Members, Other NORs, and Members of Household
1. HR keeps all employment forms and documentation (e.g., SF-61, Appointment Affidavits, SF-44,
Statement of Prior Federal Service) for EFMs that don’t meet the definition of AEFM and all other Not
Ordinarily Residents in the employee’s OPF.
HR does not retire these files to State or the participating agency US headquarters.
2. HR keeps all employment forms and documentation of Members of Household (whether Not
Ordinarily Resident or Ordinarily Resident) in the employee’s OPF.
HR does not retire these files to State or the participating agency US headquarters.
Each Mission establishes a Mission-specific policy regarding the length of time that files of Family
Members, other NORs, and Members of Household are kept.