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The guidance covers appointments, promotions, transfers, demotions, position and pay changes, and resignations, dismissals, removals, and separations. For each action type, agencies must keep approval evidence, qualification verification materials (e.g., transcripts, licenses, certifications), documentation of who verified, and required employment-application or employee-notification forms, including ENF generation from LaGov HCM or equivalent HR system 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records must agencies maintain for appointments, promotions, and transfers?","Question",{"text":108,"@type":109},"Agencies must maintain appointing authority approval, the appointee application and qualification-verification documents (e.g., transcripts, licenses, certifications), documentation of who verified the qualifications, and required reviews such as SCS Consultant review when applicable.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"What additional documentation is required for certain appointment-related conditions?",{"text":113,"@type":109},"When specific conditions apply, agencies must keep additional documents such as justification for temporary/non-permanent job appointments, test score records, eligibility letters for Louisiana Rehabilitation Services Program clients, and documentation supporting re-employment eligibility based on prior service or preferred list processes.",{"name":115,"@type":106,"acceptedAnswer":116},"What must agencies maintain for position/pay changes?",{"text":117,"@type":109},"Agencies must keep documentation of position movement (from/to with job title, position number, job code), documentation of salary changes (from/to with percentage difference), appointing authority approval, any required Civil Service Director/Commission authorization, proof of required pay policies, evidence that agency pay policies were followed, and qualification verification and employee notification documentation when relevant.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},280143,1790244776,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":40,"category_name":41,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":15,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":79,"language":135,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":61,"update_tm":139,"read_time":73},8814010472675,"https://avatar.qwps.com/avatar/WGlhamll","JOB AIDS AND RESOURCES  \nDocumentation and Reporting Requirements Documents Maintained at the Agency Level – Employee Revised 3/27/19  \nSPECIFIC REQUIREMENTS FOR EMPLOYEE ACTIONS  \nThe following records and documents related to personnel actions must be maintained by the agency ina form readily available for State Civil Service review.  \n􀁸 Appointment, Promotions and Transfers  \nFor all appointments, promotions and transfers, regardless of type, agencies must maintain the following records and documentation:  \no Appointing Authority approval  \no Application of appointee and any documents used to verify qualifications such as official transcripts, licenses, certifications, etc.  \no Documentation of who verified the qualifications and supporting documents (license, official transcript, certification, etc. )  \no Documentation of SCS Consultant review of application of appointee hired at a higher level of a CPG  \no For appointments only, if salary set using Rule 6.5(g), verification that extraordinary qualifications are included in the employment application and initials or signature of the person who verified them. Additional employment verification information may be included at the Agency’s discretion.  \nIn addition to the above, appointments made under any of the exceptions to public announcement as listed in Civil Service Rule 22.3, the agency must also maintain:  \no Employee Notification Form (generate ENF using the ZMD transaction in LaGov HCM) ora printout from the agency HR system (e.g., PeopleSoft) that details all experience used to make the qualification determination and the signature/initials of the person making that determination.  \nOR  \no Written document (spreadsheet/memo) that details all experience used to make the qualification determination and the signature/initials of the person making that determination.  \nOR  \no Employment application that details all experience used to make the qualification determination and the signature/initials of the person making that determination.  \no Additional Specialized Documentation  \nIf any of the subsequent conditions apply, the agency must maintain the following additional documentation:  \n􀂃 Job Appointment, Classified WAE Appointment, or Detail to Special Duty  \nJustification  \nDocument showing the need for temporary, non-permanent appointment. This documentation must meet the minimum requirements of Rules 23.5, 23.6, 23.12 and the Policy Standards for Job Appointments, Policy Standards for Classified WAE Appointments, or Details to Special Duty.  \n􀂃 Test Score Required  \nMaintain a record of the score of the appointee  \n􀂃 Appointment of Louisiana Rehabilitation Services Program Client  \nLetter from Louisiana Rehabilitation Services Program deeming them eligible for service.  \n􀂃 Re-Employment Based on Prior Service  \nDocumentation of eligibility and who determined that the appointee had permanent status within the last 10 years, and was not last separated by dismissal.  \n􀂃 Re-Employment from Preferred List (DPRL)  \nDepartment Preferred List worked and written offer letters or documentation of inquiries.  \n􀁸 Demotions  \no Voluntary Demotion  \n􀂃 Application of the employee  \n􀂃 Documentation of who verified the qualifications and supporting documents (license, official transcript, certification, etc.)  \n􀂃 Letter of Understanding signed by the employee with new position and new salary  \n􀂃 Documentation of Appointing Authority’s approval  \n􀂃 Score of appointee if required  \no Involuntary Demotion  \nNote: An Involuntary Demotion is a Disciplinary Action–see Chapter 12 of the Civil Service Rules  \n􀂃 Proof that pre-disciplinary procedure was carried out  \n􀂃 Copy of the Written Notice given to the employee  \n􀂃 Documentation of how and when employee was given Written Notice  \n􀂃 Documentation of who verified the qualifications  \n􀂃 Documentation of Appointing Authority approval  \no Relocation To Lower Level in Lieu of Layoff  \n􀂃 Application of the employee  \n􀂃 Documentation of who v","cbCaicT6tAbFfWMm","https://ap.wps.com/l/cbCaicT6tAbFfWMm","pdf",806225,"English","# Specific Requirements for Employee Actions\n## Appointment, Promotions and Transfers\n## Additional Specialized Documentation\n## Demotions\n## Position/Pay Changes\n## Resignations, Dismissals, Removals, and Separations","[{\"question\":\"What records must agencies maintain for appointments, promotions, and transfers?\",\"answer\":\"Agencies must maintain appointing authority approval, the appointee application and qualification-verification documents (e.g., transcripts, licenses, certifications), documentation of who verified the qualifications, and required reviews such as SCS Consultant review when applicable.\"},{\"question\":\"What additional documentation is required for certain appointment-related conditions?\",\"answer\":\"When specific conditions apply, agencies must keep additional documents such as justification for temporary/non-permanent job appointments, test score records, eligibility letters for Louisiana Rehabilitation Services Program clients, and documentation supporting re-employment eligibility based on prior service or preferred list processes.\"},{\"question\":\"What must agencies maintain for position/pay changes?\",\"answer\":\"Agencies must keep documentation of position movement (from/to with job title, position number, job code), documentation of salary changes (from/to with percentage difference), appointing authority approval, any required Civil Service Director/Commission authorization, proof of required pay policies, evidence that agency pay policies were followed, and qualification verification and employee notification documentation when relevant.\"}]","JOB AIDS AND RESOURCES - Documentation and Reporting Requirements for Employee Actions | PDF",1789534197]