6.1 Location of Files
Personnel files shall be maintained for each faculty member in the Office of Human Resource Management.
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6.2 Contents
The file maintained in the Office of Human Resource Management will contain the following documents:
- Personnel Form 1 (PER 1) - Louisiana State University Health Sciences Center at Shreveport Personnel Action Requisition Form
- Personnel Form 3 (PER 3) - Louisiana State University Health Sciences Center at Shreveport Personnel Status Change Form
- Letters of Offer
- Oath of Affirmation to Support the Constitution and Laws of the United States of America and of the State of Louisiana
- Person to Notify in Case of Emergency Form
- Biographical Data Card
- Federal W4
- Retirement System
- Teachers Retirement System of Louisiana Designation of Beneficiary Form
- Disability Insurance Enrollment Card
- Accident Insurance Form G56401-A
- Insurance Update Forms
- Record of Sabbatical Leave
- Official Transcript from the Institution Granting the Highest Degree
https://www.lsuhs.edu/about/employment/hr-management-compliance
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6.3 Confidentiality and Access
Access to a faculty member’s personnel file shall be regulated in accordance with Title 44 of the Revised Statutes of the State of Louisiana (https://www.legis.la.gov/Legis/Law.aspx?d=99632).
Employee information is carefully maintained and will be released only to authorized individuals or agencies. Authorized persons, such as Chancellor, Vice Chancellors, Deans, Department Heads, or immediate supervisors, will be permitted access to a faculty member’s file. Likewise, if a faculty member is being considered for a transfer, the prospective supervisor or Department Head will be permitted access to the employee’s file.
A faculty member shall have access to his personnel file during normal business hours. A faculty member may request copies, at his own expense, of any material contained therein. A faculty member may not remove his file from the room in which it is housed.
Verification of employment on past or present faculty members is a service of the Human Resource Management Department. The Department will respond only to written requests for verification. Unless the written request includes a release by the faculty member, the of Human Resource Management Department will provide only the date of hire, position title, salary, and date of separation.
The entire file or portions thereof may be released upon written request by the faculty member.
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6.4 Personal Data Changes
Faculty members are required to report immediately any changes in personal data such as person to notify in case of emergency, the faculty member’s name, address, telephone number, advanced education, work location and telephone extension, etc., to the Department Head. The faculty member will notify the Human Resource Management Department, Records Division, in writing of these changes so that the correct personal information is current and on file in the record.
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6.5 Appeal Procedure Records
All documentation pertaining to hearings and formal grievance proceedings will be kept in the office of the Chancellor and/or Human Resource Management.
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6.6 Retention of Records
The permanent copies of all University records belong to the office of origin except medical records that are the property of the private hospital partner. Personnel records should be retained in accordance with the Records Retention Schedule approved by and on file at the Louisiana Secretary of State, Division of Archives, Records Management and History. A copy of the Records Retention Schedule is also maintained in the Department of Administration and Organizational Integrity.
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