6.1 Location of Files
Personnel files shall be maintained for each faculty member in the Office of Human Resource Management. The file kept in the Office of Human Resource Management will contain documentation pertaining to administrative matters.
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
- 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 Enrollment Application
- 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
6.3 Confidentiality and Access
Members of the faculty are considered to be confidential employees of the Louisiana State University Health Sciences Center at Shreveport. 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 (http://www.legis.state.la.us/lss/lss.asp?folder=118)
Employee information is carefully maintained and will be released only to authorized individuals or agencies. Authorized persons, such as 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 Department of Human Resource Management. The Department will respond only to written requests for verification. Unless the written request includes a release by the faculty member, the Department of Human Resource Management 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.
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 Department Head or faculty member will notify the Department of Human Resource Management in writing of these changes so that the correct personal information is current and on file in the record.
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.
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 Department of Health Information Management. Personnel records should be retained in accordance with the following guidelines.
MASTER COPY: Human Resource Management
Faculty/Staff personnel records: Retention: 2 years after termination or until final disposition of charge or civil action.
Student worker personnel records and graduate assistant personnel records: Retention: 3 years after termination or until final disposition of charge or civil action.
Accident reports, injury claims, and settlements: Retention: 30 years after settlement.
Attendance records: Retention: 7 years.
Equal Opportunity reports, pay reports, W-2s: Retention: 3 years.
Job descriptions, leave slips, W-4s: Retention: 2 years.
[LSUHSC-S. (8/13/03). Administrative Directive 6.9 Records Retention Schedule. http://www.sh.lsuhsc.edu/policies/policy_manuals_via_ms_word/Admin/6.9.pdf]
Once a faculty member is no longer employed by the University, the file maintained by the Department of Human Resource Management will be kept intact for one year. After this period, the file is archived. The archived record is retained indefinitely.