7.1 Location of Files
Personnel files shall be maintained for each faculty member in Human Resource Management.
7.2 Contents
The file maintained in 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
- Retirement System
- Teachers Retirement System of Louisiana Designation of Beneficiary Form
- Disability Insurance Enrollment Card (if enrolled)
- Accident Insurance Form G56401-A (if enrolled)
- Insurance Update Forms (if applicable)
- Record of Sabbatical Leave (if applicable)
- Official Transcript from the Institution Granting the Highest Degree
7.3 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 (link). Employee records are maintained with strict confidentiality and released only to authorized individuals or agencies. Authorized persons, such as the Chancellor, vice chancellors, deans, department heads, or immediate supervisors, may access a faculty member’s file. Additionally, if a faculty member is being considered for a transfer, the prospective supervisor or department head may review the employee’s file.
A faculty member may access their personnel file during normal business hours and request copies of any materials contained within at their own expense. However, they may not remove their personnel file from its designated location. Human Resource Management handles verification of employment for past and present faculty members and will only respond to written requests. Unless accompanied by a faculty member’s signed release, Human Resource Management will provide only the date of hire, position title, salary, and date of separation. Faculty members may also request the release of their file, in whole or in part, through a written request.
7.4 Personal Data Changes
Faculty members must promptly report any changes in personal data, such as emergency contact, name, address, telephone number, advanced education, work location, and telephone extension, to their department head. Additionally, they must submit written notification to Human Resource Management, Records Division, detailing any updated personal information to ensure that their records remain accurate and up to date.
7.5 Appeal Procedure Records
All documentation pertaining to hearings and formal grievance proceedings will be kept in the office of the Chancellor and/or Legal Affairs/Compliance.
7.6 Retention of Records
The permanent copies of all institutional records belong to the office of origin, except medical records, which are the property of the private hospital partner. Personnel records should be retained in accordance with the Records Retention Schedule, as approved by and filed with the Louisiana Secretary of State, Division of Archives, Records Management and History. A copy of the Records Retention Schedule is also maintained in Human Resource Management.
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