STATE OF LOUISIANA

DEPARTMENT OF STATE CIVIL SERVICE

BATON ROUGE, LOUISIANA

 

General Circular No. 001618

 

To:                   Heads of State Agencies and Human Resource Directors

 

Subject:            KATRINA Response Relative to PPR Compliance

 

Issue Date:       September 9, 2005

 

In the wake of Hurricane Katrina, we are receiving questions from our Human Resource Directors regarding how to handle Performance, Planning and Review (PPR).  We appreciate their concern about timely ratings and understand that many agencies are absolutely unable to respond in accordance with existing rules and procedures. 

 

Civil Service rule 10.17 of the chapter governing PPR states, “For compelling reasons, the Director may approve exceptions to these Rules.”  We can think of no more compelling reason than the current circumstances and are authorizing the Appointing Authority of any state agency to defer PPR matters to one common and prospective date as he / she deems appropriate.  Specifically, all PPR planning and rating documents that were due from August 27, 2005 through February 28, 2006 will be considered timely if they are completed by close of business on February 28, 2006.  These dates provide a six month window for recovery.  However, if circumstances warrant, we may recommend further extensions for those employees in locations that were especially hard hit by Katrina.  Unless you are otherwise notified, the normal rules and procedures for Performance Planning and Review will resume March 1, 2006. 

 

Please note that this is not a mandatory deferral.  If you are able to continue the planning and rating process as it is defined in the Civil Service rules, we encourage you to do so. 

 

Please be advised that the common rating date does not affect anniversary dates or eligibility dates for merit increases.  Supervisors and appointing authorities should still take the matter of granting merit increases very seriously and should require some sort of documentation to support granting of merit increases.  We are attaching a sample document that you may wish to use for this purpose.   This form does not replace the State Employees Performance Planning and Review Form, but can be used as a tool to relieve the burden of a sit down interview during this extraordinary period. 

 

If you have any questions regarding this matter, please contact your agency Assistance Coordinator in the Program Assistance Division at 225-342-8274.  Please do not hesitate to contact us if we can help you in any way. 

 

 

Sincerely,

 

 

 

s/Anne S. Soileau

Acting Director

 

SAMPLE FORM

 

Merit Increase Recommendation

(For use during Rule 10.17 Exception Period)

 

 

 

 

Agency_____________________________

 

Section_____________________________

 

Employee’s Name___________________________________

 

Employee’s Personnel Number_________________________

 

Employee’s Job Title_________________________________

 

Employee’s Anniversary Date______________________

 

Merit Increase ____Yes    ____No

 

Rating Supervisor’s Signature____________________________

 

Appointing Authority’s Signature__________________________

 

 

Please provide a brief justification for recommendation: