TRAINING FOR PAPER AGENCIES

1. TRAINING FOR PAPER AGENCIES

2. TRAINING FOR PAPER AGENCIES WHAT IS A PAPER AGENCY? Paper Agencies are those agencies who were designated to be small, self-funded or federally funded agencies who rely upon State Civil Service to provide the daily human resources data entry and data maintenance functions for their employees. Upon implementation of the Integrated Statewide Information System - ISIS HR (now LA Gov HCM) in 2001, all Louisiana state agencies were required to maintain human resource and payroll information into the new database in one of three ways: direct entry, electronic transfer of data or submitting information on paper to be entered by Civil Service staff. The agencies who still submit personnel actions on paper forms are called “paper agencies.”

3. TRAINING FOR PAPER AGENCIES WHO ARE THE PAPER AGENCIES? Most paper agencies are small, self-funded or federally funded agencies know as quasi-state entities such as housing authorities, levee districts, and ports. Some, like boards and some commissions, are under the umbrella of one of the twenty major state agencies

4. TRAINING FOR PAPER AGENCIES AGENCY CONTACT INFORMATION State Civil Service maintains an Agency Contact System which contains primary contact information for each of the state agencies. It is critically important to maintain updated information for the paper agencies as our primary method of communication with you is via e-mail. The Agency Contact System contains both physical and mailing address, email address and telephone numbers for the Agency Head or Executive Director, Undersecretary (if available), Primary HR contact and Secondary HR contact, and Training Coordinator. Contact information may be submitted to State Civil Service following the link http://intra.dscs.state.la.us/asp/ACSSystem/ACSInterOfficeUpdateForm.pdf. Once submitting, State Civil Service staff will ensure contact information is updated appropriately.

5. TRAINING FOR PAPER AGENCIES WHAT SERVICES DOES STATE CIVIL SERVICE PROVIDE TO THE PAPER AGENCIES? State Civil Service’s Program Support Unit consists of a group of HR Analysts who provide consultation, guidance and the data entry functions for personnel transactions into the LAGov HCM (ISIS) system in compliance with reporting on state employment pursuant to R.S. 42:289 and R.S. 42:290. Per Chapter 15 of the State Civil Service Rules, the Director is charged to maintain a roster of all Classified employees of all departments along with certain other elements of data as it pertains to positions and employees. Documentation and Reporting requirements will be presented later in this document.

6. TRAINING FOR PAPER AGENCIES WHAT ARE OUT EXPECTATIONS FROM YOU? In order to maintain accurate data on your organization, positions and employees to comply with reporting requirements, the following information is expected from you: • Organizations and Positions – A Position Description Form and Organizational Chart • Staffing Positions – Request to Fill a Vacancy (posting the announcement) or Request to Exempt a position from the Classified Service (unclassified appointments) • Employment & Employment Changes – Personnel Action Form • Performance Evaluation • Monthly Reports and Payroll Comparison • Training

7. TRAINING FOR PAPER AGENCIES ORGANIZATION AND POSITION INFORMATION When a new organizational unit or position is required, a Position Description Form and organizational chart must be submitted to the Compensation Division at State Civil Service. The Compensation Division reviews the duties of the requested position and where it resides in the organizational structure to decide the official allocation of the job title based on its supervisory-subordinate relationship. You should provide: Submit two copies of a Position Description Formwith the required attachments (duties and org chart). • Duties must be broken down into major job functions with percentages of time. • Organizational chart must show reporting relationships with Civil Service job titles, position numbers, and incumbent names. The Compensation Division will determine the official allocation and will approve a new position number. The agency will receive the official allocation package after a new position number is created.

8. TRAINING FOR PAPER AGENCIES HOW TO FILL A POSITION All agencies are required to announce classified positions on the LA Careers On-Line Application System before the position can be filled. A position number must be available for the position you wish to fill. The process is as follows: • Submit a “Request for LA Career Posting” form to your Civil Service HR Analyst to initiate the process. • Once the job posting has ended, the Staffing Division will qualify the applications received and you will receive a Referral list and applications or you will be notified that you can access your Referral list and applications. NOTE: You do not have to interview all applicants, but you are required to notify the applicants you choose to interview. You may NOT hire anyone until you receive the Referral List and the applicant’s name MUST be on the list. • The Agency is required to verify transcripts, DD214, and vocational rehab. You are also required to keep all supporting documentation for auditing purposes.

9. TRAINING FOR PAPER AGENCIES (HOW TO FILL A POSITION - continued) 4. Once the selection of an Applicant has been decided you must submit the necessary paperwork to Civil Service. The following information must be submitted: a) Hire/Change Form b) Applicant Flow Report c) Application (new hires)

10. TRAINING FOR PAPER AGENCIES CLASSIFIED POSITIONS EXEMPT FROM POSTING Per Chapter 22 of the Civil Service Rules, some classified positions are exempt from the posting requirements. They are shown below. Additional information is available in the HR Handbook at http://www.civilservice.louisiana.gov/HRInfo/HRHandbook/Staffing/StaffingTOC_main.aspx. Rule 22.3 (b) A vacancy may be filled without public announcement in the circumstances listed below: 1. Appointment from a Department Preferred Reemployment list. 2. Classified WAE. 3. Noncompetitive appointment of a client of a State Vocational Rehabilitation Services Program or a State Blind Services Program under provisions of Rule 22.8 (a). 4. Noncompetitive reemployment of a former employee based on prior state service under provisions of Rule 23.13 (a). 5. Detail to special duty. 6. Demotion of a permanent classified employee. 7. Reassignment, position change or lateral transfer of a permanent classified employee. 8. Out-of-state vacancies filled in accordance with Rule 22.8 (b). 9. Temporary Inter-Departmental Assignment. 10. When non-classified employees are declared to be in the State Classified Service or are acquired by a State Agency in accordance with Rule 24.2. 11. Noncompetitive promotion of a permanent classified employee to a position to which he or she would have noncompetitive reemployment eligibility under Rule 23.13 if he or she were to resign.

11. TRAINING FOR PAPER AGENCIES CLASSIFIED APPOINTMENTS Chapter 23 of the Civil Service Rules discusses the different types of classified appointments that may be offered to employees. Questions regarding these appointments may be directed to your HR Analyst or Employer Relations Consultant. • Probational Appointment - CS Rule 23.3 • Classified WAE- CS Rule 23.6 • Job Appointment - CS Rule 23.5 • Detail to Special Duty - CS Rule 23.13 • Noncompetitive Reemployment  - CS Rule 23.13 • Promotion - CS Rule 23.4 • Demotion - CS Rule 23.14 • Transfers - CS Rule 23.8

12. TRAINING FOR PAPER AGENCIES UNCLASSIFIED APPOINTMENTS Unclassified Appointments are positions that are not in the classified service. To work for the state, an employee must be in the classified service unless authority is granted as shown below. There are three ways to do this: • Granted by the Constitution (usually two positions per agency) • Authorized by the Director of Civil Service (Rule 4.1(d) 1) • short term, usually up to 1245 hours or for 1 year • Authorized by the Civil Service Commission (Rule 4.1(d)2) • full-time ongoing (more than 2 years but usually approved for 4 years running concurrently with a Governor’s term • unique position that does not “fit” into the classified service Note: The official form for requesting either a 4.1(d) 1 or 4.1 (d) 2 can be found on the State Civil Service website – Exemption from the Classified Service Request Form. For further information, contact the State Civil Service Compensation Division.

13. TRAINING FOR PAPER AGENCIES EMPLOYMENT ACTIONS & PERSONNEL ACTION FORMS What is a Personnel Action Form and what is it used for? Is a form used by the Paper Agencies to submit employees information to Civil Service for entering into LaGov HCM (ISIS) HR. There are currently four personnel actions forms • Hire form - Use only when (initially) hiring an employee • Employee Change form – Use this form to submit changes made to an Active employee’s record only • Separation form – Use this form to separate an employee only • Board and Commission form –this form is used to report any changes, addition or separation for board members only. Note: These forms can be found on the Program Support Resources link Personnel Action Reporting forms

14. TRAINING FOR PAPER AGENCIES Documentation and Reporting Requirements (all information can be found in the HR Handbook) Rule 15.8 Official Roster. The Director is required to establish and maintain a roster of all Classified employees of all departments. This roster contains information on each employee such as the class title or the position held; the salary or pay; any change in class title, pay or status, and any other necessary data. Rule 15.9 (a)Records of the Department of Civil Service The Department of Civil Service is the official depository of the records of the Department and the Commission. 30 DAYS TO REPORT The Civil Service Rules require that all information is reported within 30 days of the appointment of a classified or unclassified employee. According to the Louisiana Constitution - Article 10.2 (B) 5, board members and commissioners are considered part of the Unclassified Service for the State of Louisiana, and are subject to the reporting requirements of State Civil Service. This constitution has been adopted under Civil Service 4.1 (C) 4. Additionally, any CHANGE in classified or unclassified employee’s status (salary, title, name, etc.) must be reported to the Department of Civil Service within 30 days. You should submit a Board and Commission Reporting Form for any of the following changes that may occur: Separation Position Change Extension of Appointment New to the Board

15. TRAINING FOR PAPER AGENCIES DOCUMENTATION AND REPORTING REQUIREMENTS Actions Which Are NOT Required To Be Reported • Changes in duty stations within a geographical area • Changes in work schedule • Details to special duty under 30 days w/o change in title, status or pay • Leave without pay for less than 30 days • Reprimands or warnings

16. TRAINING FOR PAPER AGENCIES PERFORMANCE EVALUATION SYSTEM In December 2012, the State Civil Service Commission adopted new rules for a Performance Evaluation System to replace the Performance, Planning and Review (PPR) system. The purpose of PES is to align individual performance expectations and goals to that of the agency’s mission. The PES is a 3-tiered evaluation system that is fiscal-year based and with one evaluation date for all classified employees with the exception of the classified WAE employees. Chapter 10 of the State Civil Service Rules provide specific details on the components of the system, roles and responsibilities and effects of performance evaluations. Important dates have been included in the system for planning, evaluation, and review. Additional information is available at the State Civil Service website at http://www.civilservice.louisiana.gov/files/HRHandbook/HR%20Handbook%20PES%20(8-5-2013).pdf or from your HR Analyst or Employer Relations Consultant.

17. TRAINING FOR PAPER AGENCIES CIVIL SERVICE GENERATED REPORTS Paper Agencies Bi-Weekly Report This report is sent to each paper agency on a bi-weekly cycle. It contains the agency’s current employee’ s information as well as any vacant positions. Expired Appointment Classified Employee Report This report is run monthly and is only sent to paper agencies when there is an expired temporary classified or soon to be expired temporary classified appointment. The appointment types being reviewed on this report are: • Detail (up to one year)  – Agency must submit a Separation form or request to the Director of Civil Service for an extension. • Job Appointment(not to exceed four years) – Agency must submit a Separation form or request to the Civil Service Commission for an extension. • Probation (6 months to 2 years) – Agency must submit a Separation form. No extension and no exceptions are allowed for these appointments. • Classified WAE(Not to Exceed 1245 hours) – Agency must monitor working time. Appointment beyond 1245 hours requires Commission approval. Submit a Separation form to end the appointment.

18. TRAINING FOR PAPER AGENCIES OTHER REPORTS – ACCOUNTABILITY DIVISION The Accountability Division performs the audit and review function of state classified employee records to ensure compliance with Civil Service Rules. Some reports or tools used for review are as follows: Payroll Comparison Report Comparison of pay data entered in the LA Gov HCM system against the agency’s actual payroll system to review application and compliance of pay rules for the classified employees. Information regarding other reports and data used for auditing is available from the Accountability Division.

19. TRAINING FOR PAPER AGENCIES PROFESSIONAL DEVELOPMENT AND TRAINING State Civil Service provides on-line learning as well as instructor-led classes on various management, supervisory, human resource professional and employee topics of interest, including the Mandatory Supervisory Training courses. A new HR Foundations series which consists of six on-line, e-learning courses to specifically aid human resources professionals in their management of the state’s human resources and civil service processes. All public employees are also required to receive training annually on 2 topics: • Ethics • Sexual Harassment Further information on the on-line learning and instructor-led courses are available at http://www.civilservice.louisiana.gov/Divisions/Training/Default.aspx .

20. TRAINING FOR PAPER AGENCIES STATE CIVIL SERVICE WEBSITE - JOB AIDS & RESOURCES State Civil Service provides job aids and resources available to agency personnel and human resources professionals. The following list is an example of some of the resources available on the website at the following link http://www.civilservice.louisiana.gov/ . Why use the Civil Service Program Support Website? Quick access to: • Program Support Team Members phone numbers and email addresses • Personnel Action Reporting Forms • Request for Job Posting Form • Request for Unclassified Position (4.1(d) 1 and 4.1(d) 2) forms • H R Program Support Quick Tips • Contract Submission Information • How to Calculate Adjusted Service Dates • And Much More How to navigate to the Program Support Section You may access the Program Support Resources section on the Civil Service website by selecting About Use/Divisions, Employer Relations.

21. TRAINING FOR PAPER AGENCIESCIVIL SERVICE PROGRAM SUPPORT STAFF

22. TRAINING FOR PAPER AGENCIESState Civil Service Divisions - Contact Accountability Division 225-219-9437 • In charge of investigating complaints • Conduct audits of agencies personnel records Compensation Division225-342-8083 • Conduct Job Studies • Maintain Pay Mechanism • Oversee the pay and classification rules • Review SF-3’s (Position Description) • Determine the job titles and classification • Anything dealing with pay Employer Relations Division 225-342-8274 • Civil Service Rules • Lay off or Lay off avoidances • Discipline Program Support Unit225-342-8274 • Provide the data entry function into LA Gov • Provide assistance with the Job Posting request and process in LA Careers Staffing Division225-219-9390 • LA Careers • Minimum qualification and testing requirements Baton Rouge Information Office 225-925-1911 • Written testing site for applicants

23. TRAINING FOR PAPER AGENCIES QUESTIONS