2. Credentials, Records and Confidentiality
A.2.01 - Credentials:
Each successful applicant selected to serve as an adjunct instructor, faculty member, administrator, Location Executive Officer (LEO), or Chancellor must promptly submit to his or her hiring manager transcripts and other required credentials. The chief instructional officer at each college shall be responsible for verifying that all faculty, including adjunct faculty members, meet all requirements of Southern Association of Colleges and Schools (SACS) and the Texas Higher Education Coordinating Board (Coordinating Board). The LEO may authorize the submission of credentials after commencing work for the System in unusual circumstances. Failure to submit the official credentials by the end of the new employee's first semester or the presence of any misrepresentation of credentials or on the applicant's resume may be grounds for disciplinary action up to and including discharge of employment.
A.2.02 - Official Personnel File:
The System's Human Resources Department shall be the custodian of official personnel records maintained for each employee.
The following types of records will be maintained in the System Human Resources office. The Human Resources office may create separate or sub-files in addition to a person's official personnel file for sensitive information such as criminal background, workers' compensation, and medical information.
a. Copies of completed I-9 ;
b. Information pertaining to an employee's benefits, leave and workers' compensation claims;
c. Unemployment claims information provided by Texas Workforce Commission; and
d. Official personnel file records including:
i. Application and resume
ii. Personnel Action Request forms
iii. Positions held
iv. Personal information (name, address, emergency contact information)
v. Official transcripts
vi. Copies of employment contracts
vii. Memoranda of assignment
viii. Evaluations, commendations
ix. Participation in professional development and training
x. Official communications regarding performance or misconduct (letters of reprimand, corrective action plans and the employee's written response to official communications about performance or misconduct)
A.2.03 - Access to Official Personnel File Information:
Official Personnel Files are kept in the Human Resources Department, and are confidential to the extent permitted or required by law. Therefore, access shall be limited as follows:
Each employee or former employee may request to view and copy information contained in his or her official records by personally visiting the Human Resources Department.
A supervisor may review the "official personnel file" of any System employee reporting to him or her, provided the Human Resources Department may deny access to files or information deemed sensitive (such as criminal background, workers' compensation and/or medical information.
A System hiring manager may review the evaluations and any disciplinary records maintained in an applicant employee's official file prior to making a job offer.
System officials in the chain of supervision over an employee may review the Official Personnel File of an employee where such an official has a legitimate need to know in the performance of his/her job duties and responsibilities.
A.2.04 - Requests for Information about LSCS Employees and Former Employees:
The Human Resources Department will provide the following information about current or former employees unless disclosure is prohibited by law:
a. Dates of employment;
b. Position(s) held; and
c. Status at time of departure.
Other information may be provided when the Human Resources office is presented with written authorization from the employee or in conformance with the laws of Texas and the United States.
Information about LSCS police officers that relates to their home address, home telephone number, social security number, and that reveals whether the police officer has family members is confidential as long as the officer has notified LSCS in writing of the desire to keep it confidential.
The Associate Vice Chancellor for Human Resources or his or her designee will notify an employee by letter or e-mail of any Public Information Act Request seeking the release of his or her employment records, unless prohibited by law. Upon receipt of a Public Information Act Request that seeks information that may be protected from disclosure, the System will request an opinion from the Attorney General of the State of Texas regarding the propriety of such disclosure.
A.2.05 - Use of Social Security Numbers:
All applicants for employment are required to either disclose their social security number (SSN) as part of their application or to identify a number that contains the same number of digits. This number will be used as a unique number in order to identify the applicant within the System's applicant tracking system.
Employees who are selected and hired must provide their SSN for payroll and benefits purposes before they can be employed. Failure to provide a valid SSN may be grounds for termination of employment. The System will report income and SSNs for all employees to Federal and State agencies on forms required by law.
The System will take steps to restrict the use of an employee's SSN to those uses which are required by law and to take steps to protect against the inadvertent disclosure of the number.
A.2.06 - Confidentiality of Employment Decisions:
To protect the privacy of LSCS employees, supervisors and other administrators will not discuss employment decisions except with the employee, supervisor, Human Resources representatives, his or her representative, and with elected leaders of official employee groups.
LSCS Policy Manual Section adopted by the Board of Trustees on August 7, 2008