X-2 Classified Position Employment Procedure

NORTHWESTERN STATE UNIVERSITY

Personnel Actions
Employment Procedure for Classified Personnel

I Purpose and Scope: This procedure outlines the employment process to be followed in hiring classified employees.

II Reference: Civil Service Rules and Regulations, Board of Supervisors for the University of Louisiana System, State of Louisiana and Federal Regulations and Code of Federal Regulations (34 CFR668.41, 668,46) and University Personnel Hiring Procedures.

III Affected Areas: Entire University

Employment Authority
(Revised Statute 17:3305(B))

Caution should be taken in the course of participating in the hiring process. It should be clearly understood, in accord with Louisiana Revised Statute 17:3305(B) and subject to applicable rules and regulations, that only the President, subject to applicable civil service laws, rules and regulations has the authority to appoint and approve salaries and duties of the Classified employees needed for the operation of the college or university he heads. No other university employee or official has the authority to contract with a prospective employee. It should be made clear to all applicants that their appointment must come from the President. Failure to act in accord with the above may expose the individual participating in the hiring process to some personal liability.

Civil Service Authority
(Chapter 22 & 23 of Civil Service Rules)

Vacancies in the classified service may be filled by probational appointment, job appointment, restricted appointment, promotion, demotion, reassignment, position change, transfer, noncompetitive re-employment of a former employee, appointment from a Department Preferred Re-employment list, temporary inter-departmental assignment, or detail to special duty.

All vacancies for jobs in the classified service that are filled by probational appointment, job appointment or promotion shall be posted on the Internet with the Civil Service Director's policies and procedures. The following vacancies may be filled without public announcement in the circumstances listed below:
1. Appointment from a Department Preferred Re-employment list.
2. Restricted Appointment
3. Noncompetitive appointment of a client of a State Vocational Rehabilitation Service Program or a State
Blind Services Program under provision of Rule 22.8(a).
4. Noncompetitive re-employment of a former employee based on prior state services under provisions of Rule 23.12(a).
5. Detail to special duty.
6. Demotion of a permanent classified employee.
7. Reassignment, position change or lateral transfer of a permanent classified employee.
8. Out-of-State vacancies filled in accordance with Rule 22.8(b).
9. Temporary Inter-Departmental Assignment.
10. When non-classified employees are declared to be in the State Classified Service or are acquired by a State Agency in accordance with Rule 24.2.
11. Noncompetitive promotion of a permanent classified employee to a position to which he or she would have noncompetitive re-employment eligibility under Rule 23.13 if he or she were to resign.

In the case of vacancies to be filled by promotion, appointing authorities (President) may limit application to permanent employees of a promotional zone approved by the Director of Civil Service.

The Director of Civil Service or the President may reject an applicant if the applicant:
1. Cannot be legally employed.
2. Does not meet the Minimum Qualifications of the job.
3. Has been convicted of felony.
4. While serving with permanent status, was dismissed from state service or resigned to avoid dismissal.
5. Has submitted false information during the application or examination process or otherwise attempted to fraudulently secure eligibility for appointment for either themselves or others. Applicants rejected shall be notified of the action taken.

Minimum Qualifications

Civil Service shall establish minimum qualifications which shall be included in the job specifications for each classified job except as provided in Rule 22.5(b). Appointees must meet the minimum qualifications for the job unless exempted under provisions of Rules 22.5(e),23.12, 23.13(a) or 5.8. Civil Service may order the separation of any non-permanent employee who does not meet the minimum qualifications. The determination as to whether an applicant meets minimum qualifications may be done by the Department of Civil Service. When an applicant is notified they do not meet minimum qualifications, the applicant may request Civil Service to review the decision. Whenever previously established minimum qualifications are changed and an incumbent in the affected job class does not meet the new requirements, the incumbent shall be allowed to (1) remain in the position on the effective date of the change provided there are no legal barriers or (2) qualify for higher level jobs in the normal career path of the job occupied, by acquiring the difference between the minimum qualifications of that job and the higher level job, as of the effective date of the change, provided there are no legal barriers.

Examinations

An examination is any formal assessment or combination of assessments used to evaluate an applicant's qualifications and job-related competencies. Examinations include but are not limited to tests, experience and training evaluations, minimum qualifications, resume evaluations, structured oral examinations, and job interviews. Civil Service may conduct examinations as deemed appropriate and shall establish eligibility requirements, examination schedules, application procedures and policies regarding retesting, expiration of test scores and canceling test scores for Director-administered examinations. A test score is subject to review by Civil Service as appropriate upon written request postmarked or received within 30 calendar days following the date on the test result notice. A test score error shall be corrected, but shall not necessarily invalidate any appointment.

Veterans Preference: Proof of Eligibility

For original appointments, veterans' preferences of five or ten points shall be added to the final examination score of each eligible applicant who meets the minimum qualification and has attained at least the minimum test scores required and at least the minimum rating required for eligibility in accordance with Section 10(A)(2) of Article X of the Louisiana Constitution and applicable statutes. An applicant claiming eligibility for veterans' preference points shall provide proof of eligibility in the manner Civil Service prescribes.

Testing Requirement Exemptions

An appointing authority (President) may fill a vacancy by probational appointment, job appointment or promotion of a State Vocational Rehabilitation Services or Blind Services program client without the appointee's attainment of any test scores normally required, provided the appointee meets the Minimum Qualifications of the job and that the appointing authority documents that the appointee is a bona fide client of a State Vocational Rehabilitation Service or State Blind Services Program, is disabled to such an extent as to prohibit participation in the usual required tests, and is able to perform the duties of the position without hazard to self or others.

An applicant who meets the minimum qualifications and has obtained a baccalaureate degree from an accredited college or university with an overall grade-point average (GPA) of 3.5 or higher, as verified by official transcript, may be appointed by probational appointment or job appointment without taking any Director administered test normally required provided that the job to which he/she is appointed is a professional level job which possession of the baccalaureate degree alone is sufficient to meet the minimum qualifications or a professional level job at the experienced or advanced level requiring up to, but not more than three years of professional level experience beyond the degree.

Certificates of Eligibles

For each vacancy which requires public announcement to fill, Civil Service shall create or authorize an agency to create a certificate containing names of applicants who:
1. Meet the minimum qualifications.
2. Have attained any test scores required by Civil Service.
3. Have applied during the open period of the announcement.
4. Have met any other eligibility requirements established by Civil Service rules or law.
5. Have met any other job-related selective certification requirements requested by the University, approved by Civil Service and state in the public vacancy announcement.
6. For promotions, are in the promotional zone approved by Civil Service and stated in the announcement.
7. Have indicated they are available to work in the parish of the vacancy.

When an applicant is eligible for veteran's preference points, these shall be noted on the certificate. Civil Service shall establish policies and procedures the University must follow when creating certificates including record keeping requirements. The University shall determine the effective date of the appointment from the certification, but in no case shall the effective date of an appointment be prior to the closing date of the announcement or prior to the time the employee began work. The University is not obligated to fill an announced vacancy.

Appointments

Appointments to the classified state service shall be made under a general system based on merit, efficiency, fitness and length of service as ascertained by examination which, so far as practical, shall be competitive. Probational appointments, job appointments and promotions shall be made from certificates of eligibles created in accordance with Rule 22.9 except as provided by other Civil Service Rules.

Probational Appointments:

Probational appointments may be made without the use of a certificate:
1. Of a State Vocational Rehabilitation or a State Blind Services Program client.
2. For out-of-state vacancies under Rule 22.8(b).
3. Of applicants with 3.5 GPA under Rule 22.8(c).
4. By re-employing a former employee under Rule 23.13.

Promotion:

Promotions may be made without the use of a certificate:
1. Of a State Vocational Rehabilitation or a State Blind Services program client.
2. For out-of-state vacancies under Rule 22.8(b).
3. Of permanent classified employees to positions to which they would have re-employment eligibility under Rule 23.13 if they were to resign.

Promotions shall only be made of employees serving with permanent status in the classified service. No employee who has a current official overall Performance Planning and Review rating of "Poor" or "Needs Improvement" shall be promoted.

Job Appointment

The University may use a job appointment to fill a position for a period not to exceed three years. For rational business reasons, the University may request a longer term job appointment through Civil Service approval. The University may terminate a job appointment at any time subject to Rules 17.20(b)4 and 17.25 concerning layoff related actions.

Job Appointments may be made without the use of a certificate:
1. Of a State Vocational Rehabilitation or a State Blind Services Program client.
2. For an out-of-state vacancy under Rule 22.8(b).
3. Of applicants with 3.5 GPA under Rule 22.8(c).
4. By Re-employing a former employee under Rule 23.13.

Restricted Appointment

A restricted appointment is a temporary appointment to be used for work of a temporary nature, to substitute for another employee, pending filling the position in a regular manner, or to address an emergency or work overload situation. The restricted appointee must meet the minimum qualification for the job. The University shall maintain written justification stating the reason for the restricted appointment. No restricted appointee shall work more than six months in a calendar year. The University may terminate a restricted appointment at any time subject to Rules 17.20(b)4 and 17.25 concerning layoff related actions.

Temporary Staffing Services Employee

When work is required to be performed on a temporary basis and the work is essential to the efficiency of the University, a temporary staffing services employee may be used, provided:
1. President of the University grants approval to use temporary staffing employee.
2. Employee shall be used only for the following: a) to replace an employee on leave, b) to fill a vacancy pending filling the position in a regular manner, or c) to address an emergency or work overload situation of short duration.
3. The employment of any one temporary services employee shall not exceed 680 work hours in a twelve-month period.
4. The University shall maintain a tracking document of usage of temporary services employees to prevent violation of work period.

Individual temporary staffing services employees may be used for any length of time up to 680 work hours in a twelve-month period; however the University may limit the duration of or cancel the use of the temporary services employee at any time. An extension over 680 work hours in a twelve-month period for an individual temporary staffing services employee shall not be allowed. If the University determines that a situation exist that requires the use of temporary staffing services employees beyond the 680 work hour limit within a twelve-month period, other replacement individuals may be solicited from the temporary staffing services firm(s) on state contract. Civil Service may withdraw the University's authority to use temporary staffing services. Willful abuse or misuse of temporary staffing services may subject offenders to financial liabilities as provided in Civil Service Rule 2.9.

Transfer of Individual Employees

An employee may be voluntarily transferred from any position in the classified service in one department to any position in the classified service for which the employee is qualified in another department upon the University's recommendation, provided the employee meets the minimum qualifications of the job to which they are transferring and has met Civil Service requirements for public announcement of vacancies, testing and competition.

Temporary Inter-Departmental Assignment

Upon agreement between departments, a permanent employee may be assigned to a classified position in another department for a period not to exceed one year, provided the employee meets the minimum qualification of the job to which they are being assigned. An employee so assigned shall continue to be an employee of the department from which he/she is assigned and shall have the right to return to their position at the conclusion of the assignment. Either participating department may end the inter-departmental assignment of an employee at any time.

Reassignment and Position Change

The University may reassign any probationary or permanent employee to a position with a different job title that has the same maximum rate of pay, provided the employee meets the minimum qualifications of the job to which they are being assigned and has met Civil Service requirements for testing and competition.

Change of Duty Station

The University may change the duty station of a permanent employee from one geographical area to another and may change the duty station of a probationary employee from one geographical area to another in accordance with Civil Service guidelines ensuring observance of appropriate competition requirements.

Detail to Special Duty

The University may assign an employee to a different position in the same department for up to one month without changing the employee's classification or pay. After one month, the University shall detail or otherwise place the employee in the position in accordance with Civil Service Rules or return the employee to their regular position. Upon detail, pay shall be fixed in accordance with Civil Service Rule 6.11.

No detail shall exceed one year without prior Civil Service approval. Written justification for all details for more than one month shall be kept. Justification shall be submitted with all details requiring Civil Service approval. The University can end a detail at any time and Civil Service can cancel a detail to special duty and/or withdraw the University's authority to detail employees for longer than one month.

Noncompetitive Re-employment Based on Prior State Service

A former permanent classified employee may, within ten years from separation, be re-employed in any job for which they meet the minimum qualifications and which has the same or lower maximum salary as the current maximum for the job in which they had permanent status. Further, if the job in which an employee or former employee held permanent status undergoes a change in title, other than an upward reallocation of the position after the employee separated from it, or undergoes a change in minimum qualification provided there are not legal barriers, they shall not lose their re-employment eligibility for such position or lower position in the same job series. In this case eligibility remains, even if the maximum pay has moved upward. Further, the employee shall be eligible to be re-employed in any other job at the same or lower current maximum pay as the job to which their position changed in title, provide they meet the minimum qualification requirements.

A former employee may be required to provide proof or evidence of their prior employment before being eligible for re-employment. No former employee shall acquire eligibility for noncompetitive re-employment through service in a position from which they were dismissed or resigned to avoid dismissal or demoted for cause.

Demotion

A permanent or probationary employee may be demoted for cause, or at their own request to any position for which they posses the minimum qualifications established for the job.

Restoration of Duty Upon Return from Military Service

Any employee, who subsequent to June 24, 1948, has left or leaves a classified position in which they were or is serving with probationary or permanent status, for active duty in the armed forces for not more than six years of voluntary service or an indefinite period of involuntary service and who upon separation from the armed forces by honorable discharge or under honorable conditions makes application for re-employment within ninety days thereof or within ninety days after they are released from hospitalization continuing after discharge for a period of not more than one year shall, if still qualified to perform the duties of such position, be restored to such position or to a position of like seniority, status, and pay; or if not qualified to perform the duties of such position by reason of disability sustained during such service but qualified to perform duties of any other position in the department where he or she formerly worked, be restored to such other position the duties of which they are qualified to perform as will provide them like seniority, status, and pay or the nearest approximation thereof consistent with the circumstances in his or her case.

Selective Service System Registration
(Revised Statue 42:33)
Board of Supervisors for the University of Louisiana System,
Section II, Personnel Actions

An individual (male between ages 18 and 25) is ineligible for employment or appointment in an unclassified Civil Service position (faculty or staff) with the Board of institutions within the University of Louisiana System, if not registered with Selective Service System at time of request for appointment/employment. Each affected employee, prior to their appointment must complete "Declaration of Selective Service Registration" that is included in "New Hire Packet". Failure to complete the "Declaration" and submit verification of registration, if applicable, will result in the appointment process of the individual not being processed. An individual (male between ages 18 and 25 at time of request for appointment/employment) must provide Selective Service System Registration acknowledge or receipt with the Declaration before the employee's appointment is processed.

Code of Federal Regulations
(Title 34)

A higher education institution must notify a prospective employee of the availability of the institution's Annual Security Report. The Annual Security Report includes statistics for the previous three years concerning reported crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by the University; and on public property within, or immediately adjacent to and accessible from the campus. The report also includes University policies concerning campus security, such as policies concerning sexual assault and other matters. Copies of this report can be obtained by contacting University Police or by accessing the following website, http://universitypolice.nsula.edu/annual-security-report

A "prospective employee" means an individual who has contacted the University for the purpose of requesting information concerning employment with the University, or the University solicits applications for a faculty or an administrative position through an advertisement, the institution is required to provide a notice of the availability of the Annual Security Report to those applicants who it interviews. However, the University is not required to include notification in the job advertisement, nor is it required to notify an individual to who it simply sent a rejection letter based on a prospective employee's unsolicited employee application/inquiry.

IV Procedures:


Request to Fill

Budget Unit Head

1. Files "Request to Fill Classified" (Attachment #1) with Approving Agent. This request MUST be accompanied by a job description for the position if a new position or if duties have changed since filled by previous incumbent. Retains an unapproved copy.

Approving Agent

2. Reviews "Request to Fill Classified" (Attachment #1). Approves or disapproves request. Forwards approved request to Appropriate Vice President. Returns disapproved request to Budget Unit Head.

Budget Unit Head

3. Receives disapproved request (For Disapproved Request) from Approving Agent. Budget Unit Head may appeal decision with Approving Agent and Appropriate Vice President.

Appropriate Vice President

4. Reviews request. Approves or disapproves request. Returns incomplete request to Approving Agent. Forwards approved request to EEO Officer. Returns unapproved request to Approving Agent.

Approving Agent returns disapproved request to Budget Unit Head.

EEO Officer

5. Receives request from Appropriate Vice-President containing the following:

(A) Request to Fill Classified

(B) Job Description, if new position

Reviews for completeness and compliance with equal employment requirements. Contacts Budget Unit Head for required corrections/adjustments.

Retains an unapproved copy of the "Request to Fill Classified Personnel" (Attachment #1). Forwards approved request to Business Affairs.

Business Affairs

6. Receives request from EEO Officer. Reviews request for completeness.

If information is incomplete, the "Request to Fill Classified Personnel" (Attachment #1) is returned to the Budget Unit Head with a campus correspondence memo briefly describing what is incorrect or needed.

If approved, verifies that position is established and that funds are available to fill the position.

If sufficient funds are not available for current year budget commitment request, returns request to Vice President "Funds Not Budgeted/Available". Requests Budget Revision to budget funds. Continues process when the Appropriate Vice President submits request with completed Budget Revision from Budget Unit Head to budget funds.

If request is for future budget year files request in future year budget file for budget development.

Forwards approved request to the President.

President

7. Reviews packet for completeness. Signs the request to indicate approval. Forwards approved "Request to Fill Classified Personnel" (Attachment #1) to Business Affairs. If disapproved, does not sign, returns to Business Affairs.

Business Affairs

8. Receives "Request to Fill Classified Personnel" (Attachment #1) from President. Retains the approved employee personnel file copy and position control file copy. Forwards approved copy to Vice President and EEO Officer.

9. Post position on Civil Service LA Careers web site. Issues campus-wide notice of available classified position via messenger email.

10. After deadline has past on job posting, screens applicants and provide respective Budget Unit Head a list of eligible applicants with applications in order for them to schedule and conduct interviews.


NOTE: The required notice of the University's Annual Security Report is provided to the applicants, providing notice that the Annual Security Report, a report that covers the University's institutional security policies and crime statistics for the three most recent calendar years is available upon request. You can request a copy of this report by written request addressed to the University Police Department, Northwestern State University, Natchitoches, Louisiana 71497, calling (318) 357-5431 or accessing on-line at http://universitypolice.nsula.edu/annual-security-report

Request to Appoint

Civil Service Authority

Budget Unit Head

11. Receives list of eligible applicants from Business Affairs-Human Resource Section. Sends confirmation of receipt of application (Attachment #7). This confirmation must contain the notice that as a prospective employee, you are entitled to request the University's Annual Security Report, a report that covers Northwestern State University's institutional security policies and crime statistics for the three most recent calendar years. You can request a copy of this report by written request addressed to University Police Department, Northwestern State University, Natchitoches, Louisiana 71497, calling (318) 357-5431 or accessing on-line at http://university police@nsula.edu/annual-security-report


NOTE: It is the responsibility of the Vice President or Designee to maintain a file copy of the confirmation of receipt of the classified application letter containing the Annual Security Report information. This Security Report information is Federal Law as well as University Policy and keeping a copy is for audit purposes.

Schedules and conducts interviews. At the conclusion of interviews and selection of recommended applicant, issues rejection letter (Attachment #8) to those applicants who were not selected. Files copy of rejection letter in position file for audit purposes, if needed.

12. Completes the "Request for Appointment of Classified Personnel" (Attachment #2) and retains unapproved copy. Forwards request packet to Approving Agent with the following:

(A) Request for Appointment of Classified Personnel (Attachment #2)
(B) Analysis of Efforts to Fill Position (Attachment #3)
(C) Applicant Profile Chart (Attachment #4)
(D) List of Applicants (Attachment #5)
(E) Referral List with interview date and time (Attachment #6)

Approving Agent

13. Reviews the appointment request and all attached supporting documents for completeness. Sends signed approved request and supporting document to the Appropriate Vice President. Confirms with Budget Unit Head if request is disapproved.

Vice President

14. Reviews approved appointment request and supporting documents. Reviews for completeness and indicates approval by signing and dating. Sends approved request and supporting documents to the EEO Officer.

EEO Officer

15. Receives the approved appointment request and required supporting documents from the Appropriate Vice President containing the following:

(A) Request for Appointment of Classified Personnel
(B) Analysis of Efforts to Fill Position
(C) Applicant Profile Chart
(D) List of Applicants

Reviews for completeness and compliance with all applicable EEO guidelines. If all documentation in the request packet is complete and satisfies federal, state, and University guidelines and regulations, the EEO Officer will indicate approval by signing and dating the "Request for Appointment of Classified Personnel" and "Analysis of Efforts to Fill Position" (Attachment #3). Retains an unapproved copy of the "Request for Appointment of Classified Personnel" (Attachment #2). Forwards approved packet to Business Affairs.

If documentation is not in compliance, the packet will be returned to the appropriate Vice President with a list of deficiencies to be corrected before resubmitting to the EEO Officer.

Business Affairs

16. Receives approved "Request for Appointment of Classified Personnel" (Attachment #2) and supporting documentation from the EEO Officer. Verifies that the position is established and that funds are available. If approved, sign and date the "Request for Appointment of Classified Personnel" (Attachment #3) and forward request packet to the President.

If funds are not available, request packet is returned to appropriate Vice President for Budget Revision/corrections before resubmitting to Business Affairs.

17. Enters interview dates, time and reasons for not hiring into LA Careers System.

President

18. Receives approved "Request for Appointment of Classified Personnel" (Attachment #2), and supporting documents from Business Affairs. Reviews for completeness and proper signatures. Indicates approval by signing and dating. Forwards approved/disapproved request packet to Business Affairs.

Business Affairs

19. Receives request packet from President. Reviews for completeness noting that all required authorizations and approvals are in packet. Retains approved Employee Personnel File copy and Position Control file copy. Forwards approved copy of "Request for Appointment of Classified Personnel" (Attachment #2) to appropriate Vice President.

If disapproved, notifies Vice President, Approving Agent and Budget Unit Head.

Vice President

20. If unapproved request is received, the appropriate Vice President should contact the President to determine what action to take before resubmitting to the President for approval.

Receives copy of approved "Request for Appointment of Classified Personnel" (Attachment #2) from Business Affairs. Advises Budget Unit Head to contact selected applicant to schedule date to begin work.

Budget Unit Head

21. Contacts selected applicant to schedule date to begin work. Returns or destroys non selected applicant's credentials that were submitted with their applications.

Responsible for New Employee Orientation, See Section X-9 of University Fiscal Policy and Procedure Manual. An entrance interview/orientation should be completed BEFORE an employee starts performing duties. The Employee Orientation Check List is used to assist the Budget Unit Head or his/her designee in completing this process. Completion of the Employee Orientation Check List is mandatory. Follow the procedures in the "New Employee Orientation" procedure.

Forwards completed "New Hire Packet" to Business Affairs.

Business Affairs

22. Completes orientation process with the new hire (Refer to the "New Employee Orientation Process"). Places all employment papers in Personnel file for employee. Reviews all documents for completeness and addresses any problems and/or deficiencies directly with the new employee.

23. Provides for the President's review. A listing of classified personnel changes. This report is submitted with the required Personnel Changes Report that is submitted for each Board of Supervisors meeting. This report is not forwarded to the Board.

24. Enters employee into ISIS, the State of Louisiana's personnel system.

 

 

Analysis of Effort to Fill, Applicant Profile Chart, List of Applicants