Supervisor's Employment Packet

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After you have been notified that a position has been approved and advertisement has begun, you will need to review the following checklist. This document will guide you through the steps including:

  • Advertisement of the Position
  • Selection of the Candidiate
  • Employee Onboarding Process

Hiring Managers should share this information with each of the search committee members so they can review the process and abide by the established guidelines.

You must review this checklist before doing anything further with respect to filling the position. Each step listed must be completed.

Supervisors should refer to the Supervisor Checklist below for the most up to date information, procedures, and forms.



Advertising

Step 1. Position Advertisement

The LSU AgCenter HRM Office will advertise positions in the following locations:

If the hiring manager wants to advertise in newspapers, journals, or on other websites, the ad may be abbreviated however, do not change the actual minimum qualification requirements, overall job description, or application deadline. You must include the statement: “Equal Opportunity Employer” or at a minimum “EOE” in the ad.

Position Vacancy Announcements Templates.

Please review each advertisement to verify accuracy and to familiarize yourself in case an applicant contacts you with questions.

Please note that applications will only be accepted on-line unless otherwise stated. If an applicant contacts you for assistance with the online system, please have them contact Ali Marrero in HRM at amarrero@agcenter.lsu.edu.

A job offer cannot be made until after the required advertisement period is passed and each step listed herein is completed.

If a hiring manager would like to consider applicants who plan to work remotely from outside of Louisiana, this is important to note in the position request. The campuses of Louisiana State University (LSU) system partner with nextSource Workforce Solutions for Employer of Record services for employees who telecommute from outside of Louisiana. Not all positions are eligible to telecommute full-time. Professional, non-tenure track faculty, other academic, wages as earned, and transient employee types may be eligible to work outside of the state. Classified employees and tenure track Faculty are NOT eligible to work outside of the state.

Interview Process

Step 2: Interview Forms

Interviews should be conducted in accordance with standard AgCenter procedures described in the documents provided.

Resources for review are:


Step 3: Background Check

Each person interviewed should be advised that, if they are selected, a background check will be required and that the Fair Credit Reporting Act (FCRA) is part of the required Employment Screening Form.

No forward progress will be made until this form is received in HRM.

  • You will be contacted when the background check is complete. The hiring manager can move forward with the offer process.
  • Do not make any verbal, written, or implied offer until this step is completed.


Step 4: Completion of Employment Eligibility Verification (I-9) Form

Individuals who are not either U.S. citizens or permanent residents must have legal work authorization.

  • It is not legal to ask only individuals who appear to be internationals whether they have work authorization. If this question is asked, it must be asked of all applicants.
  • All employees, including U.S. citizens, are required by federal law to complete an I-9 form and provide original documents proving their identity and employment eligibility.

The best way of ensuring compliance with this law without violating the rights of applicants is to show every applicant a copy of Form I-9. Advise them that if they are selected for the position, this form will have to be completed on their first day of employment and the supporting documents provided within three days in order for them to continue working. HOWEVER, it is NOT legal to have them complete this form prior to an employment offer/acceptance.

  • Note: If an international is the top candidate, contact the HR director immediately for assistance.



Step 5: Schedule of Benefits

  • The prospective employee should be provided a copy of the “Schedule of Employee Benefits.” Hiring Managers can reproduce and provide each applicant with a copy at the time of the interview or you can provide the website link to download.
  • Since employee benefits may be part of the basis upon which the individual decides to accept or decline the position, it is important that he/she has the current employee benefits information.
  • Providing the “Schedule of Benefits” protects both you and the AgCenter.

Before Making (Or Implying) A Job Offer

Step 6: Making an Offer

No verbal, written, or implied offer of employment can be made prior to the completion of the steps below:

  • The application deadline has passed
  • All advertisement requirements have been met
  • All appropriate individuals have been interviewed
  • Candidate reference check
  • Completed Position Advertisement & Selection Record has been sent to HRM indicating top candidate to verify eligibility.
  • HRM has sent a notification the background check is complete, and the candidate is eligible for employment.
  • If you are hiring for a classified position, discuss salary information with Denise Fontenot, Assistant Director HRM.
  • If you are hiring an international contact the HR director for assistance.
  • If the candidate will work out of state, you must notify HRM so they can be employed by Next Source.



Step 7: Employee Offer Letter

Use the appropriate template for offer letters for unclassified and faculty positions. Letters should be printed on department/unit AgCenter letterhead for hiring manager signature prior to sharing with the applicant. Classified job offers are made verbally.

​After an Offer Has Been Made and Accepted

Step 8: Schedule of Benefits

  • During the interview process, the interviewees should have been provided a copy of the “Schedule of Employee Benefits,” however you are encouraged to provide another copy to the prospective employee when the job offer is made. This protects both you and the AgCenter.
  • If the offer is made in writing, the web address to the benefits guide must be included in the letter.


Step 9: Required Paperwork

Immediately following the candidate's acceptance, the following should be sent to HRM prior to employment

When establishing an effective start date, allow at least two weeks for approvals and processing.

  • Offer Letter and Personnel Action Form.
    • Classified forms do not require the Regional Director's signature – only need to send an informational copy to the regional office.
  • New Hire Information Form
  • Employment Packet Request
  • Load new employees in LSU AgCenter Web Directory
  • Create PAWS account in Quick Start as a part of the appointment process.
  • HRM will update Workday after the offer is made and accepted based on information marked on the Position Advertisement & Selection Record.
    • Email notices will automatically be sent letting the other applicants know the process is complete and another has been offered the position.


Step 10: I-9 Employment Eligibility Verification Form

Date and Timeline Requirements below:

  • Federal law requires an I-9 must be completed for all new employees.
  • Section I of this form must be completed no later than the first day of employment.
  • The employee must be allowed a minimum of three workdays, but no more than three workdays to provide the documents needed for completion of Section II certification.
  • Hiring Managers or Office Managers must ensure Section II is fully completed by the third day of employment.
    • All required documents should be uploaded and attached in Workday worker documents.

Step 11: Performance Evaluation

Classified Employee Performance Evaluation

  • You will receive an e-mail notification from the HRM department when a Classified Planning document has been created for a new employee. You may access the system at the following link: https://apps.lsuagcenter.net/cpes/.
  • Per Civil Service rule 10.5(f), planning sessions shall be conducted during the first three calendar months first three (3) calendar months following the appointment of a new employee.
  • Any evaluating supervisor who fails to administer the performance evaluation system in accordance with Civil Service rules shall not be eligible for a performance adjustment for that year.

Unclassified / Faculty Performance Evaluation

  • The overall system and expectations should be discussed with the employee.
  • Must complete Annual Activity Report and Performance Evaluation per guidelines.

Step 12: New Employee Orientation

AGxCEL New Employee Onboarding

  • To introduce new LSU AgCenter employees to the policies and procedures of our AgCenter Support Units all newly hired staff complete self-paced on-demand orientation in AgEd
  • In-person orientation is held on the first Tuesday of even number months in 214 Efferson Hall. Registration is required. In-person orientation will focus on the LSU AgCenter Vision, Mission, and Goals of Achieving Organizational Excellence in all things Research, Extension, and Teaching.
  • The LSU AgCenter HRM Team will hold a monthly benefits orientation on the first Wednesday of the month at 10:00 a.m. via Teams. A link is included in new employee's onboarding email.

Step 13: Unit Checklist


Step 14: AgCenter Policy Statements

15. Review AgCenter policies at the Policy Statements page.

  • All new employees must be trained on AgCenter PS-15, Violence-Free Workplace, within the first three months of employment by the unit head or an individual designated by the unit head.
  • The training must cover the policy elements in PS-15 including:
    • general provisions of the AgCenter Violence-Free Workplace Plan
    • information on how to handle a violent or potentially violent individual.
  • A record of this training must be maintained in the unit’s safety files.

Step 15: Employee Mandatory Trainings

All LSU AgCenter employees are required to complete the following Mandatory Training yearly in AgEd.

  • Louisiana Board of Ethics
  • Title IX and Power Based Violence
  • Cybersecurity
  • Civil Rights

5/29/2024 4:48:06 PM
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