General Circular No. 001411

To: Heads of State Agencies and Human Resource Directors

Subject: New Documentation Requirements On HR Web-site

Issue Date: October 30, 2000

 

The Civil Service Rules effecting decentralization of personnel transactions, which were effective October 2, 2000, call for the Director to prescribe which documents agencies must send to Civil Service and which documents agencies must maintain. Overall guidelines for documentation and reporting were distributed to the Human Resource Offices through the seminars "The New Civil Service: Conversations with Allen Reynolds," held in July, August and September.

The Official Reporting and Documentation Requirements for Personnel and Position Actions have now been placed on the Civil Service Web-site for Human Resource Personnel (www.dscs.state.la.us/hrdirectors/). The Documentation Requirements on the web-site contain more detail than those distributed at the seminars, and should be used as the definitive resource.

These guidelines are the "first installment" of the new web-based Human Resource Handbook. The web-based HR Handbook will eventually replace the current Personnel Manual, as recommended in the ASCEND 2020 initiative.

A list of the contents of the Documentation Requirements is shown below. Human Resource personnel who have not yet received their user-id to access the HR Web-site should contact their HR Director, or the Civil Service MIS Department at 225-342-8285 or webmaster@dscs.state.la.us. All supported-entry agencies, including Housing Authorities, Levee Boards, and Ports, are being sent paper copies of the Documentation Requirements.

Individuals who would like a paper copy of the Documentation Requirements should contact the Accountability Division at 225-219-9437 or cvenable@dscs.state.la.us.

CONTENTS
  1. Reporting Requirements for Unclassified Employees
  2. General Reporting Requirements for Classified Employees
    1. Methods of reporting
    2. Data items that must be reported
    3. Actions that must be reported
    4. Actions that need not be reported
  3. Employee Notification
  4. Specific Requirements for Pay
  5. Documentation that must be Routinely Sent to Civil Service
  6. Documentation that must be Maintained by the Agency
    1. General Documentation Requirements

      2. B. Specific Requirements for Employee Actions

        1. Probational Appointments
        2. Job Appointments
        3. Provisional Appointments
        4. Re-Employments
        5. Restricted Appointments
        6. Transfers
        7. Promotions
        8. Demotions
        9. Position/Pay Changes
        10. Resignations, Dismissals, Removals, etc.

    C. Specific Documentation Requirements for Position Actions

  7. Confidential and Public Records
  8. Required Access to Documentation
  9. Retention Schedule
  10. Documentation of Appointing Authority
  11. Sample Documentation Checklist
  12. Sample Appointment Alert Sheet
  13. Sample Action Entry Form for "Paper" Agencies

Sincerely,

 

 

Allen H. Reynolds

Director