X-38 Institutional Disclosure - Annual Security Report

NORTHWESTERN STATE UNIVERSITY

Personnel Actions
Institutional Disclosure - Annual Security Report

I Purpose and Scope: This procedure describes the Institutional Disclosure requirements of the University's Annual Security Report for prospective employees.

II Reference: University Personnel Hiring Procedures, State of Louisiana and Federal Regulations, and the Code of Federal Regulations.

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 University must provide a notice to prospective employees that includes a statement of the report's availability, a description of its contents, and an opportunity to request a copy. "Notice" is defined as notification of the availability of information (Annual Security Report), provided to a prospective employee on a one-to-one basis through an appropriate mailing or publication, including direct mailing through the U.S. Mail, campus mail, or e-mail. Posting on an Internet website or an Intranet website does not constitute a notice. A "prospective employee" is an individual who has contacted the University for the purpose of requesting information concerning employment with that institution. The Security Report is published annually and provides information on the University's security policies/procedures and crime statistics for the three most recent calendar years as required by 34 CFR 668.46. The notice must include a statement of the availability of the Report, a description of its contents, and an opportunity to request a copy. Upon request, the University must provide a copy of this Report. The Annual Security Report is available upon request made to the University Police Department or by accessing the following website, http://universitypolice.nsula.edu/assets/Uploads/2010ASR.pdf

III Responsible Area: All areas.

IV Procedure:

For Unclassified applicants responding to job advertisement or unsolicited inquiries:

Hiring Budget Unit Head/Department Head, Dean, Vice President

1. Must notify applicant in writing, providing notice to the prospective employee that the University's Annual Security Report is available.

If the application is received in response to a job advertisement, the responsible hiring officer must send confirmation of receipt of application to applicant (Attachment #1). The 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 the University Police Department or accessing on-line at http://universitypolice.nsula.edu/assets/Uploads/2010ASR.pdf   

If an application is received unsolicited, the University is not required to notify the unsolicited prospective employee of the availability of the Annual Security Report.

Notice of availability of the Annual Security Report must be provided to those individuals who it interviewes as a result of applications received in response to a solicitation of an available position.

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

For Classified applicants responding to Job Announcements or unsolicited inquires:

2. Applicants on Civil Service Eligible List for advertised Job vacancies will receive an acknowledgment letter (Attachment #1) of receipt of application and notice of availability of the Annual Security Report.

Business Affairs - Human Resource Section

3. If the Business Affairs - Human Resource Section receives an unsolicited classified application, the application will be filed and kept for future reference if needed. The University is not required to notify the unsolicited application received from a prospective employee of the availability of the Annual Security Report.