X-6 Request for Change in Personnel/Position Status - Non-Classified and/or Classified Employees

NORTHWESTERN STATE UNIVERSITY
PERSONNEL ACTIONS

Request for Change In Personnel/Position Status
Non-Classified and/or Classified Employees

I Purpose and Scope: This procedure outlines the procedure/process to be followed in processing University Personnel Actions Request for Change in Personnel/Position Status - Non-Classified and/or Classified.

II Reference: Board of Supervisor of the University of Louisiana System
University Personnel Hiring Procedures
Civil Service Rules & Regulations
State of Louisiana & Federal Regulations

III Responsible Area: All Departments

IV Procedure:

Status Changes Requiring Approval

A "Request for Change in Personnel/Position Status Non-Classified and/or Classified" employees must be completed and APPROVED for any change in the status of an employee or position. Changes requiring approval are, but not limited to, the following:

1) Title or Classification of employee/Position
2) Rank of employee/position
3) Salary of employee/position
4) Months employee/position is employed
5) Teaching Load of employee/position
6) Accounting distribution of salary (Employees having salary aid from grants and/or contracts must be charged to the grant and/or contract)
7) Moving/splitting a position from one Account/budget to another.

Extra Services Contracts and overtime are NOT considered changes in the status of an employee. Appropriate procedures should be followed for these occurrences.

Classified Instructions

Budget Unit Head

1. Completes multi-part "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" (Attachment #1), retains a copy and forwards remaining copies to respective Approving Agent.

NOTE: Be sure that justification and ALL requested information on the person/position being requested for change is provided. A budget revision will be prepared by Business Affairs to move funds as necessary upon receipt of approval of personnel action by the Board of Supervisors for the University of Louisiana System.

Approving Agent

2. Reviews "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and attachments for completeness. If approved, forwards to Appropriate Vice President. If disapproved, returns to Budget Unit Head for further discussion.

Budget Unit Head (For Disapproved Request)

3. Receives disapproved request from Approving Agent. Budget Unit Head may appeal decision with Approving Agent and appropriate Vice President.

Vice President

4. Reviews "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and attachments for completeness. Approves or disapproves request. Returns disapproved request to Approving Agent. Forwards approved request to EEO Officer.

EEO Officer

5. Reviews approved "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and attachments. Verifies that the approved request is in compliance with University Affirmative Action/EEO policies. Approves or disapproves the request. Returns disapproved request to appropriate Vice President along with note for disapproval. Forwards approved request to Business Affairs Office.

Vice President (For Disapproved Request)

6. Receives disapproved "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and attachments from EEO Officer. Notifies Approving Agent and Budget Unit Head of reasons for disapproval.

Business Affairs

7. Logs in receipt of approved "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and attachments.

Verifies that the requested action is in compliance with University, Civil Service, and other applicable laws/regulations.

If approved, sign and date the "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and attachments and forwards to the President.

If the requested action is not in compliance with University, Civil Service, and/or other applicable laws/regulations, the "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" with attachments is returned with a memo to the appropriate Vice President.

President

8. Receives approved "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" with attachments from Business Affairs. Indicates approval by signing and dating the "Request for Change in Personnel/Position Status - Non-Classified and/or Classified".

Forwards approved/disapproved "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" with attachments to Business Affairs.

Business Affairs

9. Logs in receipt of approved/disapproved "Request for Change in Personnel/Position Status - Non-Classified" with attachments.

If disapproved, return to appropriate Vice President.

NOTE: Changes in the status of classified employee or position may require approval from Civil Service.

10. Processes the approved request to be in compliance with applicable Civil Service, Board of Supervisors and/or other agency rules and regulations. Retains approved copy for position control and one for the employee's personnel file. Forwards approved copy to EEO Officer, Vice President and Budget Unit Head.

Budget Unit Head

11. Receives approved copy of "Request for Change in Personnel/Position Status - Non-Classified and/or Classified".

12. Contacts affected employee, if necessary. Makes sure the employee understands the procedures if required, to finalize personnel actions for Civil Service.

Unclassified Instructions

Budget Unit Head

1. Completes multi-part "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" (Attachment #1), makes a copy and forwards to respective Approving Agent.

NOTE: Be sure that justification and ALL requested information on the person/position being requested for change is provided. A budget revision will be prepared by Business Affairs to move funds as necessary upon receipt of approval of personnel action by the Board of Supervisors for the University of Louisiana System.

NOTE: On a separate sheet, provide justification for the requested change to be sent to the Board of Supervisors staff for their review. Attach to request.

Approving Agent

2. Reviews "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and attachments for completeness. If approved, forwards to Appropriate Vice President. If disapproved, returns to Budget Unit Head for further discussion.

Budget Unit Head (For Disapproved Request)

3. Receives disapproved request from Approving Agent. Budget Unit Head may appeal decision with Approving Agent and appropriate Vice President.

Vice President

4. Reviews "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and attachments for completeness. Approves or disapproved request. Returns disapproved request to Approving Agent. Forwards approved request to EEO Officer.

EEO Officer

5. Reviews approved "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and attachments. Verifies that the approved request is in compliance with University Affirmative Action/EEO policies. Approves or disapproves the request. Returns disapproved request to appropriate Vice President along with reason(s) for disapproval. Forwards approved request to Business Affairs Office.

Vice President (For Disapproved Request)

6. Receives disapproved "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and attachments from EEO Officer. Notifies Approving Agent and Budget Unit Head of reason(s) for disapproval.

Business Affairs

7. Logs in receipt of approved "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and attachments.

Verifies that the requested action is in compliance with University, Civil Service, Board of Supervisors of the University of Louisiana System and other applicable laws/regulations.

If approved, sign and date the "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and attachments and forwards to the President.

If a non-classified request, prepares a Board of Supervisors "Certification Form" (Attachment #3), and justification cover letter (Attachment #4) to System President for approvals and signatures. Attaches to "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and forwards with all applicable attachments to applicable Vice President for their signature on the Certification Form. The Vice President then forwards the entire packet to the President for approval.

President

8. Receives approved "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" with attachments from Business Affairs. Indicates approval by signing and dating the "Request for Change in Personnel/Position Status - Non-Classified and/or Classified". If a non-classified request, reviews and indicates approval by signing Certification Form and Justification cover letter to System President.

Forwards approved/disapproved "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" with attachments to Business Affairs.

Business Affairs

9. Logs in receipt of approve/disapproved "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" with attachments.

NOTE: All non-classified employee status changes require Board of Supervisors approval BEFORE status change is in effect.

NOTE: Changes in status of non-classified employees/positions required approved from Board of Supervisors. ULS 103, "Board of Supervisors Non-Classified Personnel Changes Promotions/Changes in Classification, Salary, etc." is completed and submitted as part of next available monthly report. No further action is taken until Board of Supervisors approval is received.

10. If approved, Board of Supervisors Certification Form and Justification cover letter is faxed to System President for approval and signatures. Original "Request for Change in Personnel/Position Status - Non-Classified and/or Classified" and all attachments are held in pending file until approval is received from System President.

11. If approved by System President, processes approved "Request for Change in Personnel/Position Status - Non-Classified and/or Classified". Retains approved copy of request for position control and one for the employee's personnel file. Forwards approved copy to EEO Officer, Vice President and Budget Unit Head.

12. If disapproved by System President, return request to appropriate Vice President.

13. Reports changes by completing ULS 103, "Board of Supervisors for University of Louisiana System Non-Classified Personnel Changes Promotions/Changes in Classification Salary, etc." for final approval by Board of Supervisors for University of Louisiana System.

Budget Unit Head

14. Receives approved copy of Board of Supervisors Certification Form.

15. Contacts affected employee, if necessary. Makes sure the employee understands the procedures if required, to finalize personnel actions for Board of Supervisors for University of Louisiana System.

 

 

 

NORTHWESTERN STATE UNIVERSITY

Instructions for Completion of
Request for Change in Status of Personnel/Position
Non-Classified and/or Classified

Purpose:
This form is used to request a change of the current employment status of a non-classified or classified employee or position.

Copies:
This is a multi-part form (6 copies). It is the responsibility of the Budget Unit Head after initial completion to retain an unapproved copy (6th copy). It is the responsibility of Business Affairs to remove and distribute the remaining approved copies.

Routing:
Budget Unit Head completes form, remove copies and forwards to Approving Agent for approval.

Approving Agent reviews, signs, dates, and forwards to the appropriate Vice President, if approved. If not approved, returns to Budget Unit Head for review and discussion.

Vice President reviews, signs, dates, and forwards to EEO Officer, is approved. If not approved, returns to Approving Agent for review and discussion.

EEO Officer reviews for completeness. If complete, signs and forwards to Business Affairs. If not complete, gathers information from Budget Unit Head, then signs and forwards to Business Affairs.

Business Affairs reviews. If approved, retains unapproved copy and forwards to President. If not approved, returns to appropriate Vice President for review and discussion.

President reviews, signs, dates and forwards to Business Affairs, if approved. If not approved, returns to Business Affairs for appropriate action.

Business Affairs reviews. If approved, retains employee Personnel File copy for employee file and position control file copy. Forwards approved copy to EEO Officer and appropriate Vice President.

 

 

DATA RESPONSIBILITIES
Request for Change in Status of Personnel/Position
Non-Classified and/or Classified

Item #

Description By
1 Name of Approving Agent Budget Unit Head
2 Date of Request Budget Unit Head
3 Name of Budget Unit Head Budget Unit Head
4 Budget Unit Title Budget Unit Head
5 Name of Employee who will be affected with request Budget Unit Head
6 Social Security Number of employee who will be affected with request Budget Unit Head
7 Direct Supervisor's name Budget Unit Head
8 Direct Supervisor's Position number Budget Unit Head
9 Temporary or Permanent-Check appropriate box Budget Unit Head
10 If temporary change, enter the requested begin (start) date Budget Unit Head
11 If temporary change, enter the requested end date Budget Unit Head
12 Enter the effective date for Regular/Permanent Change Requested Budget Unit Head
13  If position is on a Grant, Contract or Other Agreement, enter Beginning date of Award Budget Unit Head
14 If position is on a Grant, Contract or Other Agreement, enter Ending date of Award Budget Unit Head
15 Position Number of Present Status Budget Unit Head
16 Position Number of Requested Status Budget Unit Head
17 Title/Classification of Present Status Budget Unit Head
18 Title/Classification of Requested Status Budget Unit Head
19 Rank of Present Status Budget Unit Head
20 Rank of Requested Status Budget Unit Head
21 Annual Salary amount of Present Status Budget Unit Head
22 Annual Salary amount of Requested Status Budget Unit Head
23 Check if Present Status is 12 month Budget Unit Head
24 Check if Present Status is 9 month Budget Unit Head
25 Enter month of Present Status if other than 9 or 12 months Budget Unit Head
26 Check if Requested Status is 12 month Budget Unit Head
27 Check if Requested Status is 9 month Budget Unit Head
28 Enter month of Present Status if other than 9 or 12 months Budget Unit Head
29 Enter teaching load of Present Status, if applicable Budget Unit Head
30 Enter teaching load of Requested Status, if applicable Budget Unit Head
31 Enter number of years of experience in Present Status Budget Unit Head
32 Enter number of years of experience in Requested Status, if applicable Budget Unit Head
33 Difference (+/-) between Present and Requested Status Budget Unit Head
34 Budget position to be charged (Operating, Systems Revenue, Recreational Complex, Intercollegiate Athletics, Restricted) Budget Unit Head
35 Form number of budget if position was originally budgeted for the current fiscal year (Forms J-1, K-1, or L-1) Budget Unit Head
36 Budget page number from which information was taken, if originally budgeted for the current fiscal year Budget Unit Head
37 Budget line number from which information was taken, if originally budgeted for the current fiscal year Budget Unit Head
38 Account number(s) annual salary is charged on Present Status Budget Unit Head
39 Percentage distribution of Present Status Budget Unit Head
40 Amount of salary per account number on Present Status Budget Unit Head
41 Account number(s) annual salary will be charged to in Requested Status Budget Unit Head
42 Percentage distribution on Requested Status Budget Unit Head
43 Amount of salary per account number on Requested Status Budget Unit Head
44 Total amount of Present Status (this should equal the total amount of annual salary) Budget Unit Head
45 Total amount of Requested Status (this should equal the total amount of annual salary) Budget Unit Head
46 Current fiscal year, salary savings or cost Business Affairs
47 Current fiscal year related benefits savings or cost Business Affairs
48 Current fiscal year total savings or cost Business Affairs
49 Future fiscal year salary savings or cost Business Affairs
50 Future fiscal year related benefits or cost Business Affairs
51 Future fiscal year total savings or cost Business Affairs
52 Check appropriate block for status change Business Affairs
53 Enter justification for such status change Business Affairs
54 Signature of Approving Agent/Date, if approved Approving Agent
55 Signature of Director of Human Resources/Date, if approved Dir of Human Resources
56 Signature of Appropriate Vice President/Date, if approved Vice President
57 Signature of Vice President for Business Affairs & Controller/Date, if approved VP for Business Affairs
58 Signature of EEO Officer/Date, if applicable EEO Officer
59 Signature of President/Date, if approved President