Security on the OPEN system

PASSWORDS:

User IDs and passwords provide security for the OPEN system.

• Security, including adding and deleting users
  and password maintenance, will be the responsibility of the Security
  Administrator in MIS at Civil Service. Each agency will assign one person
  as an Agency Security Officer, and that person will be responsible for
  security from the agency's perspective.
• Passwords are to be maintained by the individual users of the OPEN system. If a user forgets his or her password, the Agency Security Officer should contact the Security Administrator at MIS in Civil Service to correct the problem.
• Passwords will automatically expire every 30 days, at which time the user will be prompted to enter a new password.
• Passwords should not be written down or be generally accessible by unauthorized personnel.
• Anytime an employee who has access to the system separates from the personnel office, the password for the User ID to which he or she had access must be changed by the Agency Security Officer.

USER SESSIONS:

• Sign on and use the system as long as you need it. However, once you are through using OPEN, please sign off and free up the session for another user.
• After a signed-on terminal has been idle for 15 minutes, the system will sign the user off. This also provides additional security for the system.

OPEN INFORMATION POLICY:

As with much of the documentation handled by HR professionals, the OPEN system contains private information that must be protected. The Department of Civil Service has developed, and adheres to, firm policies regarding certain types of information requests. Please comply with the following policies:

• Do not give Civil Service Exam grades to anyone other than the applicant (request a picture ID). If you receive a call from the State Representative or Senator regarding test scores, refer the call to the Staffing Division at Civil Service (225-342-8536).
• Do not give grades over the phone. We have no way to verify the caller's identity.
• Do not give the applicant's home address or telephone number out to anyone. Refer these calls to Civil Service (225-342-8536), if necessary.
• Do not tell an employee where he, or anyone else, ranks on a list of eligibles or a certificate. Refer these calls to Civil Service (225-342-8536).
• Do not tell applicants or employees what agencies certificates have been issued to, what jobs certificates have been issued for, or when or in what parishes certificates have been issued. Refer these calls to Civil Service (225-342-8536).
• If you are in doubt as to whether a person is asking about anyone other than himself or herself, require that they put the request in writing and consult with your attorney.
• If you have any questions pertaining to giving out information, please contact the Staffing Division.