General Circular No. 001430

To: Heads of State Agencies and Human Resource Directors

Subject: Procedures For Documentation Regarding ISIS

Issue Date: March 16, 2001

Effective October 2, 2000, authority was delegated to agencies to take most actions without prior approval. The documentation, which was required to be submitted to Civil Service, was greatly reduced. However, many agencies are still submitting to this Department unnecessary paperwork for actions effective on or after October 2, 2000. Except for the items listed below, records are no longer being maintained at this Department. Information about records, which you must maintain, is available on our website – the links are listed at the end of this General Circular.

Listed below are the items of documentation that must be submitted to this Department. You should also keep copies of this documentation in your files. Attached to this General Circular are quick reference guides for documentation requirements and copies of the cover sheets that MUST be used when submitting the required items listed below. Please: DO NOT SEND EMPLOYEE NOTIFICATION FORMS (unless specifically requested), AND DO NOT USE THE EMPLOYEE NOTIFICATION FORM AS A COVER SHEET FOR THE REQUIRED DOCUMENTATION.

• PROBATIONAL APPOINTMENTS - Applications and claimed credentials (college transcripts, licenses, certifications). These items MUST be submitted with the "PROBATIONAL APPT/PREFERRED LIST ACTIVITY cover sheet. Agency name, agency contact and the effective date of the action MUST be completed on the cover sheet; the employee name and SSN items may be left blank if that information is legible on the application form. This is for ALL probational appointments, including non-competitive reemployment. If a certificate is involved, submit the certificate separately in the special "Certification Envelope".
• Open Preferred List appointment - This is a PROBATIONAL APPOINTMENT that must be submitted in accordance with the requirements for probational appointments (listed above). Include on the cover sheet the job the person was appointed to, and the location (parish). Send the worked Open Preferred Certificate (the printout from the OPEN system) and SF-9’s SEPARATELY in the special Certification Envelope.
• Department Preferred List appointment - A letter addressed to the Examining Division is required to report appointments from a Department Preferred List (include employee name, social security number, job appointed to and parish). This letter or memo must be submitted with the PROBATIONAL APPOINTMENT/PREFERRED LIST ACTIVITY routing sheet. Send the worked Department Preferred List print-out and SF-9’s SEPARATELY in the special Certification Envelope.
• Worked or Cancelled Certificates (including worked Open or Department preferred lists) Send ALL worked certificates (probational, promotional, open preferred and Department preferred) to Civil Service in the special "Certification" envelope. Certificates are to be submitted in this envelope separately from any other required documentation, such as a required application that will be submitted with the "PROBATIONAL APPOINTMENT/PREFERRED LIST ACTIVITY" cover sheet. If needed, a supply of the Certification Envelopes is available from Forms Management. This includes worked certificates even in cases where no appointment/promotion was made.
• Promotional Posting packages, as specified in agency contract with DSCS. All items associated with a promotional posting (announcement, status postings, applications) MUST be submitted with the "PROMOTIONAL PACKAGE" cover sheet.
• Position Descriptions (SF-3’s) (no cover sheet required)
• Layoff Plan (must be submitted to and approved by CS Director prior to layoff; submit with the "ASSISTANCE DIVISION" cover sheet)
• Layoff Report (submitted after layoff effective date; submit with the "ASSISTANCE DIVISION" cover sheet)
• Letters requesting authority for details in excess of one year. Submit with the "ASSISTANCE DIVISION" cover sheet.
• Letters requesting 4.1(d)1 or 4.1(d)2 authority. Submit with the "ASSISTANCE DIVISION" cover sheet.
• Requests to rescind actions after the effective date of the action. Submit with the "ASSISTANCE DIVISION" cover sheet.
• Any other documentation WHEN REQUESTED BY DSCS. Submit with the
  "ASSISTANCE DIVISION" cover sheet. If information is being sent to the attention of a specific person at DSCS, you may note this on the cover sheet.
• DO NOT SEND "TRANSFER ALERT SHEETS" to this Department. These sheets are to be exchanged between the LOSING and GAINING agencies when an employee transfers from one Department to another. The "Transfer Alert Sheet" should be sent to this Department ONLY if the employee is transferring to or from this Department, or if the action involves an employee transfer to or from one of the agencies whose data entry is supported by this Department (Ports, Housing Authorities, Levee Districts, Independent Boards & Commissions).

Other documentation must be maintained by you in your agency files. This will include (but not necessarily be limited to) the documentation you previously submitted to this Department for various actions, including copies of employee notification forms for actions taken.

Because documents are now being imaged (rather than paper copies being maintained in a file), we urge you to send as clear and clean a copy of the required items as possible. In particular, be alert for copies of applications that have information which gets "lost" in the margin of the page during the copying process, or documents which are inadvertently placed sideways on the copy machine.

For additional clarification of what must be submitted here and what must be maintained in your agency files, please check the DSCS web page:

H.R. Info Center > Job Aids > General DSCS > Documents to Forward 
and
H.R. Reference > H.R. Handbook > Sections V and VI

Sincerely,

Allen H. Reynolds
Director

Attachments

QUICK REFERENCE GUIDE

• PROBATIONAL APPOINTMENT / PREFERRED LIST ACTIVITY cover sheet – complete all items on the sheet; effective date is particularly critical. You may leave the employee name and SSN fields blank if this information is legible on the application form. Use this sheet as cover sheet for:
• Probational Appointment - application and claimed credentials (college transcripts, licenses, certifications) If a certificate was used, submit the certificate separately in the CERTIFICATION ENVELOPE.
• Open Preferred List appointment - This is a PROBATIONAL APPOINTMENT; submit accordance with the requirements for probational appointments (listed above). Include on the cover sheet the job the person was appointed to, and the location (parish). Submit the worked certificate in the CERTIFICATION ENVELOPE.
• Department Preferred List appointment - Letter or memo listing the employee name, SSN, title of job appointed to and parish. Submit the worked certificate in the CERTIFICATION ENVELOPE.
• CERTIFICATION ENVELOPE – use for worked or cancelled certificates (probational promotional, open preferred list, department preferred list. For probational or preferred list appointments, submit the certificate in this envelope separately from the required application which will be submitted with the "PROBATIONAL APPOINMENT / PREF LIST" cover sheet.
• PROMOTIONAL PACKET cover sheet – use as cover sheet for all items associated with a promotional posting (announcement, status postings, applications)
• Position Descriptions (SF-3’s) (no cover sheet required)
• ASSISTANCE DIVISION cover sheet. If items are being sent to the attention of a specific person, you may indicate the person’s name on the cover sheet:
• Layoff Plan (must be submitted to and approved by CS Director prior to layoff)
• Layoff Report (submitted after layoff effective date)
• Letters requesting authority for details in excess of one year.
• Letters requesting 4.1(d)1 or 4.1(d)2 authority
• Requests to rescind actions after the effective date has passed.
• Any other documentation WHEN REQUESTED BY DSCS.

• PROMOTIONAL PACKET v
• DELEGATED PROMOTIONAL POSTING v
• Instructions: Submit all required items (vacancy posting, status posting, and applications) for promotions made as a result of delegated promotional postings. This form is a routing document only. Attach this form to the front of the promotional posting packet.

*Please DO NOT send applications for promotions from a CS certificate, non-competitive promotions, job appointments, provisional appointments, restricted appointments, details to special duty, or unclassified appointments to the Department of State Civil Service. This Alert Sheet should be used only for promotions resulting from delegated promotional job postings.

Instructions: Attach this form to the front of an application to identify it as related to a Probational Appointment or an appointment from a Preferred List.* Use this form for APPLICATIONS ONLY.

CERTIFICATES SHOULD BE SUBMITTED SEPARATELY IN THE CERTIFICATION ENVELOPE.

It is not necessary to submit applications with certificates.

Check appropriate box:

o PROBATIONAL APPT                  o PREFERRED LIST APPT

*Please DO NOT send applications for promotions, job appointments, provisional appointments, restricted appointments, details to special duty, or unclassified appointments to the Department of State Civil Service. This Alert Sheet should be used for applications involving Probational Appointments or appointments from Preferred Lists only.