POLICY No. BAA-L01

INTERNAL POLICY AND PROCEDURE

TITLE:   Procedures for Ensuring Civil Service Certification &

 Internal Control

EFFECTIVE DATE:   November 23, 2004

CANCELLATION:   None

DIVISION:    BUSINESS AND ADMINISTRATIVE AFFAIRS (BAA)  

CATEGORY:    Human Resources (Civil Service Employment)

RESPONSIBLE

DEPARTMENT:  Human Resources (L)

PROCEDURES & SPECIFIC INFORMATION

1.   Purpose:

To establish procedures for ensuring civil service certification and internal control, in accordance

with Policy and Procedures Memorandum BA-2130.1, “Civil Service Appointing Authority,

Certification and Internal Control.”*

2.  Scope and Authority:

This procedure applies to all Human Resources staff involved in matters pertaining to

Civil Service employees.

3.  Appointing Authority Responsibility

In accordance with Policy and Procedures Memorandum BA-2130.1*, the Director of Human Resources serves as the Civil Service Appointing Authority for Delgado Community College.

This gives the Director of Human Resources authority to take and to certify actions and or to delegate to other members of the Office of Human Resources staff approval to take actions and/or to certify compliance.

4.  Certification Authority Procedures

 1.  The Human Resources Director will delegate to his/her staff by official memorandum      designating who has authority to certify actions. This will inform Human Resources staff      as to who has the authority to approve and who has authority to certify actions at the      College.

 2.  Documentation of delegations of appointing authority to approve taking actions shall      be maintained in the Human Resources Office, as well as any written documentation of      who is the appointing authority’s designee to certify compliance.

5.  Internal Control Procedures

 1.  Internal Controls have been established by a Human Resources internal audit function of    all actions taken during a bi-weekly pay period.

 2.  The Office of Human Resources will follow standard operating procedures as        established for hiring, authorizing pay above the minimum, promotions, reallocations,      merit increases, etc., in accordance with Civil Service guidelines.

 3.  Human Resources will follow established security procedures to protect confidential      information.

 4.  Human Resources will follow an established system of checks and balances. This      system will ensure that a complete HR function cannot be performed without the        involvement or review of more than one employee.

 5.  Human Resources employees will be held accountable for the functions of their jobs by      means of timely, thorough, job-specific PPR performance expectations and timely and      thorough PPR reviews.

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

Review Process:

 Director, Human Resources 11/16/04

 Business & Administrative Affairs Council 11/23/04

Approval:

 Vice Chancellor for Business and Administrative Affairs 11/23/04

 Civil Service Acceptance 1/5/05

Note*: College Policy and Procedures Memorandum BA-2130.1 pending

 College Council Approval 1/18/05

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