5.1 Policies and Procedures, Introduction
The Health Sciences Center establishes policies and procedures governing recruitment, appointment, and orientation that are consistent with needs and demands of the academic or professional discipline. These policies and procedures are in conformance with the following:
- The Bylaws and Regulations of the Board of Supervisors of Louisiana State University and Agricultural and Mechanical College
- Permanent Memoranda (PMs) of the University System
- The Equal Opportunity Policy of Louisiana State University
- Affirmative Action Plan of the Health Sciences Center at Shreveport
- The Americans with Disability Act of 1990
- Sections 2.0 and 3.0 of this Handbook
- The LSUHSC-S policies in this section of the Faculty Handbook
5.2 Authorization to Hire - Creation of Positions
Procedures in making appointments and promotions
- No position shall be created and no person shall be appointed to any position on the academic staff except with the full knowledge of the President, the Chancellor, Associate Dean of Academic Affairs, the Dean of the college or school concerned, and the Chairman/Head of the Department or unit concerned. The President, at his discretion and subject to revocation at any time, may authorize the Chancellor to make certain appointments.
- Recommendations for the creation of academic positions and for appointments to those positions shall normally originate with the department concerned, but this shall not limit the right of appropriate and proper officers of the University System to suggest to the Chairman/Head of the Department/Unit, through the appropriate campus officers, a need for changing the composition of the staff.
- Recommendations from the Department/Unit Chairmen or heads for the creation of, and appointment to, any academic position shall be forwarded to the Associate Dean of Academic Affairs who shall transmit them to the appropriate Dean with recommendations. All recommendations and comments shall be reviewed and acted upon by the Chancellor. The President, at his discretion and subject to revocation at any time, may delegate his review and action authority to an appropriate member of the academic staff of the LSU System Office or to the Chancellor. All favorable recommendations shall be transmitted to the Board of Supervisors for their review and ratification.
- Recommendation for promotion and/or tenure of faculty with multiple-campus appointments: a split recommendation for tenure will result in the approving campus acquiring full financial responsibility for the individual; a split recommendation for promotion of a tenured individual will result in the approving campus assuming the responsibility for the additional percentage.
- Promotions in rank, increases in salary, and granting of tenure to members of the academic staff shall conform to the procedures outlined above for appointments.
[LSU System. Permanent Memorandum 23. (2/2/09). Ranks, Provisions, and Policies Governing Appointments and Promotions of the Academic Staff. http://www.lsusystem.edu/index.php/policies/permanent-memoranda/]
5.3 Authorization For Filling Vacant Positions
The request for authorization to fill a vacancy is initiated by the Department Head, subject to approval by the Dean of the School and the Chancellor.
When authorization to fill the position has been received, recruitment is initiated according to procedures established by LSUHSC-S. The procedure should follow the general guidelines as described below:
- Recruitment is initiated by the Department Chairman.
- The open position is posted on the LSUHSC-S website; advertising the position externally is at the discretion of the Department Chairman.
- The interviewing process is conducted by the individual departments.
5.5.1 LSU System Equal Opportunity Policy
Permanent Memorandum 55 delineates the Equal Opportunity Policy of the LSU System and mandates that each campus of the LSU System shall adopt an Equal Opportunity Policy conforming to the guidelines set forth in that memorandum.
PM-55 can be found in its entirety at: http://www.lsusystem.edu/index.php/policies/permanent-memoranda/
5.5.2 LSUHSC-S Nondiscrimination Policy
In accordance with the Equal Opportunity Policy stated in Permanent Memorandum (PM-55) dated July 10, 2006, LSU Health Sciences Center - Shreveport supports affirmative action and equal opportunity standards as set forth in this memorandum and its Affirmative Action plans. The requirements of this memorandum are carried out through campus-based Equal Employment Opportunity policies and the development and maintenance of Affirmative Action plans. These plans require that all employees and applicants receive fair consideration for employment and that all employees are treated fairly with regard to recruitment, promotions, demotions, transfers, layoffs, furloughs, terminations, rates of pay and other forms of compensation, tenure, training, and other employment practices.
With the advice of the Human Resource Management Department, Chancellors, Vice Chancellors, Deans, Directors, Department Heads, and other supervisor employees are responsible for assisting LSU Health Sciences Center - Shreveport in the implementation of this policy.
No employee, student, witness or other participant or other individual who complains about a violation of this memorandum or participates in an investigation of a complaint made pursuant to this memorandum shall be subject to retaliation in any form. Further, no individual is required to report or make a complaint of discrimination and/or harassment to the person who is engaging in the alleged discriminating/harassing conduct.
- Any member of the LSU Health Sciences Center - Shreveport community who believes that he has been subjected to discrimination and/or harassment in violation of this policy has a right to report the conduct to any University official, supervisor, or the Human Resource Management Department.
- Any individual who receives a complaint or becomes aware of a possible violation of this policy will immediately notify the Human Resource Management Department to obtain advice and assistance in responding to the complaint.
- The Director for Human Resource Management or his designee(s) has been designated as the individual or individuals to investigate the complaint. If the designee(s) is not an individual of the Human Resource Management Department, that office may assist the designee or individual in investigating the complaint.
- The complainant and the individual who is the subject of the complaint will be notified about its resolution. Information obtained regarding the complaint will be treated as confidentially as possible with only those with a need to know being informed of the complaint.
- The individual responsible for investigating the complaint, in conjunction with the Human Resource Management Department, shall report his findings and recommendations to the President (in case of complaints arising in the System Office), Chancellor, or his designee.
- Substantiated violations of this memorandum will result in appropriate discipline or corrective action.
Recruitment/Hiring Policies. LSU Health Sciences Center - Shreveport, through its recruitment and employment policies, will recruit and employ qualified personnel for all its diverse activities and will provide equal opportunities during employment without regard to race, color, marital status, sexual orientation, gender identity, creed, religion, sex, gender expression, national origin, age, mental or physical disability, or veteran’s status.
Guidelines for recruitment/hiring as described in Part III of Louisiana State University System PM-55 will be followed to achieve recruitment and placement objectives set forth in this policy and to assure equal employment opportunity.
[LSUHSC-S. (2/24/10). Administrative Directive 6.2. Nondiscrimination Policy. http://www.sh.lsuhsc.edu/policies/policy_manuals_via_ms_word/Admin/6.2.pdf]
Office of Diversity Affairs/EEO. The Office of Diversity Affairs/Equal Employment Opportunity (DA/EEO) encourages a diverse campus community and supports the principles of equal opportunity and diversity in employment and education. We will not discriminate in our employment or recruiting practices on the basis of race, color, religion, sex, national origin, sexual orientation, gender identity, physical or mental disability, veteran status, gender expression, genetic information, or age (over 40), to ensure compliance with all applicable federal, state, and local laws.
The office develops programs and procedures to promote a culturally diverse and inclusive work and educational environment where faculty, staff, students, and patients are treated fairly and recognized for their individuality. Our commitment to diversity is reinforced through training and education.
DA/EEO is responsible for advancing and monitoring the Equal Employment Opportunity Commission (EEOC) laws that cover Title VII, Equal Pay Act of 1963(EPA), Title 1 of Americans with Disabilities Act of 1990 (ADA), Age Discrimination in Employment Act, ADEA (age over 40), Pregnancy Discrimination Act, and Genetic Information Nondiscrimination Act (GINA) as well as the diversity and inclusion policies, procedures and initiatives of the LSU system.
5.5.3 Discrimination Investigation and Appeals Procedure
A faculty member who feels that he or she has been the subject of discrimination based on age, disability (mental or physical), national or ethnic origin, pregnancy, race, religion, sex, sexual orientation, marital status or veteran status should inform his Department Head, Dean or the Director of Human Resource Management (HRM). Students and Residents should address questions of discrimination and/or harassment to their academic advisor, Department Head, the Dean of Students, or to the Director of HRM. The recipient of a faculty or student complaint filed pursuant to this section will notify the Director of HRM and seek that office’s assistance in connection with an investigation of the complaint.
- An investigation will be conducted immediately by the Director of HRM or his designee with care to safeguard the confidentiality of all the parties involved; however, in order to conduct an adequate investigation of the complaint, it may be necessary to discuss the complaint with witnesses and the accused. A complaint may be resolved at any point in this process at the recommendation of Director of HRM or his designee and approval of the Chancellor.
- A report of the investigation shall be submitted to the Chancellor, and shall include, when possible, conclusions concerning the allegations. The report should also include recommendations for a resolution of the complaint. The complainant and accused will be provided a summary of the conclusions by the Director of HRM or his designee.
- If the complaint is found to be valid, the accused may be directed to appropriate counseling, receive discipline, or be recommended for termination, depending on the degree or seriousness of the offense. In the event a faculty member, involved as either the accused or the victim, disagrees with the conclusions recommended as a result of the investigation, he or she may invoke the procedures set out in Handbook Section 11.11 . If either party invokes this appeals process, the Chancellor or the Chancellor’s designee will forward a copy of the Director of HRM or designee’s report to the Standing Appeal Committee. If allegations of discrimination are first raised as a part of a faculty appeal, that is, prior to an investigation of the complaint by the Director of Human Resource Management or his designee, the Chancellor shall refer the complaint to the Director of HRM for investigation in accordance with this section. No appeal shall proceed until an investigation has been conducted and a report of the investigation has been submitted to the Chancellor.
If allegations of discrimination are first received as part of a Termination for Cause proceeding, that is, prior to an investigation of the complaint by the Director of Human Resource Management or his designee, the Chancellor shall refer the complaint to the Director of HRM for investigation in accordance with this section. The hearing for Termination of Cause shall not proceed until an investigation has been conducted and a report of the investigation has been submitted to the Chancellor. The Chancellor shall then forward a copy of the Director of HRM or designee’s report to the ad hoc committee. The formal complaint may be oral or written, with sufficient specificity to allow efficient investigation.
A person who complains in good faith will suffer no reprimand or retaliation. The person accused of discrimination will be promptly notified and will be given an opportunity to respond.
5.5.4 Authority to Appoint and Promote
Appointment and Promotion of Academic Staff. Each appointment or promotion of a member of the academic staff shall be made upon the basis of merit and the special fitness of the individual for the work demanded by the position. All appointments, reappointments, promotions, and dismissals of members of the academic staff shall be made upon the authority of the President, subject to the approval of the Board.
The terms of the appointment of each member of the academic staff shall be reduced to writing and a copy thereof furnished to each of the contracting parties.
[Board of Supervisors of Louisiana State University and Agricultural and Mechanical College. (10/2/08). Bylaws and Regulations (Article VIII, Section 3). http://www.lsusystem.edu/index.php/policies/bylaws-regulations/]
5.5.5 Rank and Type of Appointment
The type of appointment (part-time, full-time, clinical, etc.) and designation of rank, consistent with Sections 2.0 and 3.0 of this Handbook, are recommended by the Department Head, subject to approval by the Associate Dean for Academic Affairs, Dean of the School, Chancellor of the Health Sciences Center, President of the University, and the Board of Supervisors.
5.5.6 Appointment of Faculty Who are Not Citizens of The US
Before any appointment agreements are made with potential faculty who are not citizens of the United States, prior approval from the Office of Legal Affairs is required.
5.5.7 Nepotism Policy
It shall be contrary to general University policy for persons related to each other in the first degree by blood or marriage to be placed in a supervisor-employee relationship. This restriction will apply to all forms of employment: regular full-time employment, regular part-time employment, temporary full-time employment, temporary part-time employment, etc., and will apply to all employees including student workers. This restriction shall also apply when the supervisor-employee relationship develops after employment. Exceptions to this restriction can be made only in unique circumstances and with justification. Approval must be requested by petition from the department or area concerned through channels to the Office of the President.
In cases in which the University System has approved a supervisor-employee relationship for employees related by blood or marriage, the supervisor will pass the responsibility to his or her immediate supervisor for making decisions involving direct benefit to the employee to whom he or she is related.
[LSUHSC-S. (4/1/86). Administrative Directive 2.6.4. Nepotism Policy. http://www.sh.lsuhsc.edu/policies/policy_manuals_via_ms_word/Admin/2.6.4.pdf]