LOUISIANA DEPARTMENT OF AGRICULTURE & FORESTRY 

MIKE STRAIN DVM 

COMMISSIONER 

Agricultural & 

Environmental 

Sciences 

5825 Florida Blvd.. 

Suite 3000 

Baton Rouge, 

LA 70806 

(225) 925-3770 

Fax, 925-3760 

Agro-Consumer 

Services 

5825 Florida Blvd. 

Suite 5000 

Baton Rouge, 

LA 70806 

(225) 922-1341 

Fax· 923-4877 

Animal Health 

& Food Safety 

5825 Florida Blvd • 

Suite 4000 

Baton Rouge, 

LA 70806 

(225) 925-3962 

Fax: 925-4103 

Forestry 

5825 Florida Blvd, 

Suite6000 

Baton Rouge, 

LA 70806 

(225) 925-4500 

Fax 922-1356 

Management 

& Finance 

5825 Florida Blvd. 

Suite 1000 

Baton Rouge, 

LA 70806 

(225) 922-1255 

Fax: 925-6012 

Soll &Water 

Conservation 

5625 Florida Blvd. 

Suite 7000 

Baton Rouge, 

LA 70806 

(225) 922-1269 

Fax:. 922-2577 

December 21, 2021 

The Honorable Thomas J. Vilsack 

Secretary ofAgriculture 

U.S. Department ofAgriculture 

1400 Independence A venue SW 

Washington,I)~,~02./4 

Dear Secre/ •:..,,.;:._ 

Pursuant to the provisions of the Agricultural Improvement Act of 2018 ("Farm Bill"), I 

am submitting a revised Louisiana's industrial hemp regulatory state plan for your review 

and consideration. 

While Louisiana was not a participant in an Industrial Hemp Pilot Program authorized by 

the 2014 Farm Bill, in 2019 our legislature approved the Louisiana Industrial Hemp Act, 

codified as La. R.S. 3:1461 - 3:1471, La. R.S. 3:1449(B)(3), La. R.S. 40:4.9(F), and La. 

R.S. 40:961.1. Pursuant to La. R.S. 3:1461 et seq., the Louisiana Department of 

Agriculture and Forestry promulgated rules and regulations regarding the regulation, 

licensure, and enforcement of the cultivation, processing, and transportation of industrial 

hemp. These rules went into effect in February 2020. In 2021, the Louisiana Legislature 

amended Louisiana's Industrial Hemp Law with Act 336 of the 2021 Regular Legislative 

Session. The amendments revised La. R.S. 3:1402, La. R.S. 3:1461-1473, La. R.S. 3:1481 

- 1485 and La. R.S. 3:1692 - 1693. Subsequent to the effective date of Act 336, which 

was August l, 2021, the Louisiana Department ofAgriculture and Forestry updated their 

Industrial Hemp rules and regulations to reflect the 2021 legislative changes. These 

revised rules became final when they were published in the Louisiana Register on 

December 20, 2021. 

The requirements of the Industrial Hemp Act, together with the Louisiana Department of 

Agriculture and Forestry's proposed rules and regulations, met or exceeded the 

requirements of Section 10113 of the 2018 Farm Bill. Louisiana requires all seed 

producers, growers, handlers, and processors of industrial hemp to register and obtain 

proper licenses. Requirements for these licenses will include, at a minimum, all 

information required by federal law. 

Section 297B(a)(3)(B) of the 2018 Act provides that a state plan may include a reference 

to state law regulating the production of industrial hemp. Included with this letter is a copy 

of Louisiana's Industrial Hemp Law, Act 336 of the 2021 Louisiana Legislature which 

amended the law, as well as the Notice of Intent for the industrial hemp rules and 

regulations amendments which was initially published in the Louisiana Register in 

September 2021 and became final on December 20, 2021. These documents are 

incorporated herein as the Louisiana Industrial Hemp Plan. 

5825 Florida Blvd., Baton Rouge, Louisiana 70806 Telephone: (225) 922-1234 Fax: (225) 922-1253 www.ldaf.state.la.us 
Also included is an Addendum to address state universities conducting hemp research and 

development as provided for in state law. The addendum incorporates legal citations and 

university policies concerning criminal background checks for employees. 

Additionally, as set forth below, is how each requirement of Section 297B(a)(A)(i.-vii.) is 

addressed in the Louisiana Industrial Hemp Plan: 

1. "a practice to maintain relevant information regarding land on which hemp is 

produced in the State or territory of the Indian tribe, including a legal description 

ofthe land, for a period ofnot less than 3 calendar years" 

This requirement is specifically addressed in La. R.S. 3: 1465 (C)(l)(a-c) and 

LAC 7:XIIl.1307, 1309, 1311, 1313, and 1331 of the Louisiana Department of 

Agriculture and Forestry's current and proposed rules and regulations. 

ii. "a procedure for testing, using post-decarboxylation or other similarly reliable 

methods, delta-9 tetrahydrocannabinol concentration levels of hemp produced in 

the State or territory ofthe Indian tribe" 

This requirement is specifically addressed in La. R.S. 3:1468(A-C) and LAC 

7:XIll.1335(O)(1-5) of the Louisiana Department of Agriculture and Forestry's 

current and proposed rules and regulations. 

iii. "a procedure for the effective disposal of plants, whether growing or not, that are 

produced in violation ofthis subtitle; and products derived from those plants" 

This requirement is specifically addressed in La. R.S. 3:1468(B) and LAC 

7:XIIl.1337 ofthe Louisiana Department ofAgriculture and Forestry's current and 

proposed rules and regulations. 

iv. "a procedure to comply with the enforcement procedures under subsection (e)" 

This requirement is specifically addressed in La. R.S. 3:1470(A-D) and 3:1471(A) 

and LAC 7:XIII.1339 and 1341 of the Louisiana Department of Agriculture and 

Forestry's current and proposed rules and regulations. 

v. "a procedure for conducting annual inspections of, at a minimum, a random 

sample of hemp producers to verify that hemp is not produced in violation of this 

subtitle" 

This requirement is specifically addressed in La. R.S. 3:1468(A-C) and in LAC 

7:XIII.1333 and 1335(A-C) of the Louisiana Department of Agriculture and 

Forestry's current and proposed rules and regulations. 

v1. "a procedure for submitting the information described in section 297C( d)(2), as 

applicable, to the Secretary not more than 30 days after the date on which the 

information is received" 
This requirement is specifically addressed in LAC 7:XIIl.1307(E), 1309(0), and 

1311 of the Louisiana Department of Agriculture and Forestry's rules and 

regulations. 

vii. "a certification that the State or Indian tribe has the resources and personnel 

to carry out the practices and procedures described in clauses (i) through (vi)". 

Enclosed with this letter is my official certification. 

Unless otherwise specifically provided therein, the provisions of the current and proposed rules 

and regulations, incorporated as part ofthe Louisiana Industrial Hemp Plan, are severable. If any 

provision or item of the rules and regulations, or the application thereof, is held to be invalid or 

in contradiction of Federal law, such invalidity shall not affect other provisions, items, or 

applications of the rules and regulations which can be given effect without the invalid provision, 

item, or application. 

I am confident this letter provides all of the information necessary for approval of Louisiana's 

Revised State Plan. Louisiana will continue to develop a strong industrial hemp regulatory 

program. 

If you have any questions, or require additional information concerning Louisiana's Revised 

State Plan, please contact me. 

Sincere] , 

/2 1.::n, DVM 

Commissioner 
Agricultural & 

Environmental 

Sciences 

5825 Florida Blvd , 

Suite 3000 

Baton Rouge. 

LA 70806 

(225) 925-3770 

Fax: 925-3760 

Agro-Consumer 

Services 

5825 Florida Blvd 

Suite 5000 

Baton Rouge, 

LA 70806 

(225) 922-1341 

Fax: 923-4877 

Animal Health 

& Food Safety 

5825 Florida Blvd., 

Suite 4000 

Baton Rouge. 

LA 70806 

(225) 925-3962 

Fax; 925-4103 

Forestry 

5825 Florida Blvd. 

Suite 6000 

Baton Rouge, 

LA 70806 

(225) 925-4500 

Fax: 922-1356 

Management 

&Finance 

5825 Florida Blvd. 

Suite 1000 

Baton Rouge, 

LA 70806 

(225) 922-1255 

Fax: 925-6012 

Soll& Water 

Conservation 

5825 Florida Blvd. 

Suite 7000 

Baton Rouge, 

LA 70806 

(225) 922-1269 

Fax: 922-2577 

LOUISIANA DEPARTMENT OF AGRICULTURE & FORESTRY 

MIKE STRAIN DVM 

COMMISSIONER 

Industrial Hemp Program Certification 

by Mike Strain, DVM, Commissioner ofAgriculture & Forestry 

Pursuant to Section 297B(a)(2)(A)(vii) ofthe Agriculture Improvement Act of 

2018, I certify that the Louisiana Department ofAgriculture & Forestry has the 

resources and personnel necessary to carry out each ofthe practices and 

procedures identified in Section 297B(a)(2) ofthe Act. 

Signed and attested to this di day of /)etemhe. r 2021. 

# ~ RAfNDVM, 

COMMISSIONER OF AGRICULTURE AND FORESTRY 

5825 Florida Blvd., Baton Rouge, Louisiana 70806Telephone: (225) 922-1234 Fax: (225) 922-1253 www.ldaf.state.Ja.us 
LOUISIANA DEPARTMENT OF AGRICULTURE & FORESTRY t\.t.1' Mnrn STRAIN DVM ~r.1: COMMISSIONER 

December 21, 2021 

Agricultural & 

Environmental 

Sciences 

5825 Florida Blvd., 

Suite 3000 

Baton Rouge, 

LA 70806 

(225) 925•3770 

Fax· 925-3760 

Agro.Consumer 

Services 

5825 Florida Blvd. 

Suite 5000 

Baton Rouge, 

LA 70806 

(225) 922-1341 

Fax: 923-4877 

Anlmal Health 

& Food Safety 

5825 Florida Blvd., 

Suite 4000 

Baton Rouge, 

LA 70806 

(225) 925-3962 

Fax: 925-4103 

Forestry 

5825 Florida Blvd. 

Suite 6000 

Baton Rouge, 

LA 70806 

(225} 925-4500 

Fax 922-1356 

Management 

& Finance 

5825 Florida Blvd. 

Suite 1000 

Baton Rouge, 

LA 70806 

(225) 922· 1255 

Fax: 925-6012 

Soll& Water 

Conservation 

5825 Florida Blvd. 

Suite 7000 

Baton Rouge. 

LA 70806 

(225) 922-1269 

Fax 922-2577 

The Honorable Thomas J. Vilsack 

Secretary ofAgriculture 

U.S. Department of Agriculture 

1400 Independence Avenue SW 

Washington, DC 20250 

RE: Louisiana Industrial Hemp State Plan Addendum 

Dear Secre -._;;!;;. ✓ 

Pursuant to Louisiana State law, specifically La. R.S. 3:1469, the three state universities 

that are authorized to conduct hemp research in Louisiana are Louisiana State University 

Agricultural Center, Southern University Agricultural Center, and the University of 

Louisiana at Monroe (College ofPharmacy and the Agribusiness Program). The Louisiana 

Department ofAgriculture and Forestry can provide the names ofthe lead industrial hemp 

researchers, the GPS coordinates of the research facilities and any other information if 

requested by the USDA for these universities. 

Under La. R.S. 3: l 465(F), these three universities conducting research and development 

are exempt from licensing. However, it should be noted the exemptions to licensing are 

limited only to the universities performing hemp product research and development and 

not for the commercial production of hemp. 

Further, the state university employees and researchers are subject to criminal background 

checks before they are hired by the university pursuant to La. R.S. 42: 1701, the statute that 

pertains to consideration of criminal histories for public employment. I am including the 

background check policies for the respective universities as an attachment. The 

universities would not employ someone that does not pass their criminal background 

check. 

I remain confident this information, along with the Industrial Hemp Law and the 

Louisiana Department of Agriculture and Forestry's rules and regulations, has met or 

exceeded all requirements necessary for approval ofLouisiana's revised state plan. 

Mi e Strain, DVM 

Commissioner 

5825 Florida Blvd., Baton Rouge, Louisiana 7()806Telephone: (225) 922-1234 Fax: (225) 922-1253 www.ldaf.state.la.11$ 
L5U Louisiana State University 

Finance and Administration 

Operating Procedure 

FASOP: HR-04 

BACKGROUND CHECK AND PRE-EMPLOYMENT SCREENING 

SCOPE: All campuses served by Louisiana State University (LSU) Finance and Administration 

EFFECTIVE: December 1, 2020 

PURPOSE: The purpose of this Background Check and Pre-Employment Screening Procedure is to establish 

the background and social media check requirements and guidelines for prospective employees 

of Louisiana State University in order to promote a safe and secure environment for employees, 

students and assets. Any questions regarding this procedure should be directed to the campus 

Human Resource Management (HRM) office. 

I. DEFINITIONS: 

A. Applicants are prospective employees who submit information to be considered for positions at 

Louisiana State University. This procedure shall apply to all Applicants at all locations. 

B. Background Check means the process of gathering and reviewing criminal history records, financial 

history records, motor vehicle records, and/or civil suit records. 

C. Certification means an earned credential verifying a specific skill set or knowledge. 

D. Conviction means a guilty verdict, a guilty plea or a plea of Nok> Contendere ("No Contest") of felony or 

misdemeanor, other than minor traffic offenses. (DUI is not considered a minor violation). 

E. Criminal History Check means the process of gathering and reviewing crimln8' history records or 

infonnation furnished by a criminal justice agency or third party vendor in the business of obtaining and 

providing criminal history records relating to an individual's criminal convictions. The criminal history 

check may include sex offender records. A criminal history record does not include an individual's 

conviction records that have been sealed by court order. Criminal records may Include in state, out-of. 

state, and/or International criminal history, including misdemeanor and felony convictions. 

F. Drug Screen means the technical analysis of a biological specimen to determine the presence or 

absence of specified parent drugs or their metabolites. 

G. Final candidate means a current, former, or prospective employee recommended for hire, transfer, or 

promotion and to whom a contingent offer may be made. 

H. Financial History Check means the process of gathering and reviewing financial history records or 

infonnation furnished by any court of civil law, credit reporting agency (credit report), or a third party 

vendor in the business of obtaining and providing credit reports. 

I. Foreign Education Credential Evaluation refers to the process in which academic and professional 

degrees eamed in one country are compared to those earned in the United States. 

J. Former Employee refers to an individual who previously held employment with Louisiana State 

University. 

K. Gratis Employee means a current employee who does not receive any remuneration from Louisiana 

State University for work performed for the benefit of Louisiana State University. 

L. Hiring Authority refers to the individual in a campus department, office unit, or program with the authority 

to make hiring decisions. For Civil Service/Classified positions, this refers to the delegated appointing 

authority. The hiring authority for FLSA exempt professional and academic positions is comparable to an 

appointing authority for classified positions (ex. director or academic department head/associate dean). 

December 1, 2020 FASOP: HR-04 Page 1 of 8 
The hiring authority is accountable for the personnel actions occurring within a department, college, 

school, unit, or Institute. 

M. License means a verification by a government agency that a professional Is able to perform a particular 

occupation in a particular location. 

N. Motor Vehicle Check means the process of gathering and reviewing motor vehicle and/or driver's license 

records or information, including motor vehicle records from any state where the individual has resided. 

0. Official Transcript refers to the certified record of a student throughout a course of study having full 

enrollment history at an educational school, Including all courses attempted, grades earned, and awards 

conferred. 

P. Pre-Employment Phys/cal Exam means the collection of medical exams to evaluate if a person is fit for 

duty. 

Q, Reference Check means the process of contacting individuals directly or through a third party vendor, 

including current and former employers, companies, and educational institutions. 

R, Safety Sensitive Position refers to any job that includes tasks or duties that the university reasonable 

believes could affect the safety and health of the employee performing the task or others. 

S. Social Media Checkmeans the process of screening social media content within the public domain of 

the Internet. 

T. Volunteer means a gratis affiliate who may perform services for a governmental entity without 

compensation, other than reimbursement for actual expenses incurred. 

II. BACKGROUND CHECKS 

A. Guiding Principles for Background Checks: 

1. The background and social media check processes are intended to help the university evaluate 

whether a candidate is suitable for the position. 

2. The university desires to promote fair and consistent methods to obtain, analyze, apply, and retain 

background check information. 

3. Hiring practices must emphasize campus safety and the prevention of discrimination and harassment. 

B. Regulations for Background Checks 

1. All offers are contingent upon successful completion of the background check. All oral or written 

offers of employment must include a statement such as "This offer is contingent upon the university's 

verification of credentials and other information required by law and/or university policies or practices, 

including but not limited to a criminal background check." 

2. Employment MUST NOT begin without a satisfactory background check as deemed by the campus 

HRM office. 

3. Criminal background checks must be conducted on final candidates for the following positions: 

a. Regular faculty and staff, 

b. Temporary, term, seasonal and intermittent appointments (excluding graduate assistants and 

student employee appointments except when covered by an approved unit background check 

program), 

c. Adjunct faculty, 

d. Visiting scholars 

4. Other types of background checks may be conducted, such as Financial History Check or Motor 

Vehicle Check, depending on the responsibilities of the position. 

December 1, 2020 FASOP: HR-04 Page 2 of 8 
5. Employees who have a break In service and return to the university must have a satisfactory 

background check on file that has been conducted within the calendar year. 

6. Candidates granted a visa with a U.S. Department of State - Bureau of Consular Affairs background 

checks are not required to have an additional criminal search in their home country. A U.S. search 

must still be conducted ifthe final candidate established residency in the United States, Bermuda, or 

Canada. 

7. An additional criminal background check and fingerprinting are required by Federal Law to be 

conducted on individuals holding positions with certain responsibilities (e.g., childcare professionals, 

law enforcement officers, faculty, staff, and volunteers who work with minors, positions requiring a 

federal security clearance, etc.) In compliance with applicable laws, regulations, and university and 

other standards. Hiring Authorities are responsible for ensuring these background checks are 

conducted and/or working with the necessary parties (e.g., governmental licensing, LA Department of 

Education, LA State Police, or regulatory agencies, etc.) to ensure compliance. 

8. Hiring Authorities have the option to require background checks on graduate assistants, student 

employees, volunteers, and employees of non-staffing vendors provided there is a business 

justification, that checks are made consistently across specific positions, and the documented 

background check program has been approved by the campus HRM office. 

C. Disclosure and Use of Criminal Convictions during the Hiring Process 

1. Final candidates are required to disclose all criminal convictions after the Interview is conducted or 

upon extending a conditional offer of employment (see Appendix A for LA R.S. 42:1701 Consideration 

of Criminal History in Public Employment). 

2. Applicants who fail to disclose all criminal convictions or fail to provide truthful, accurate and complete 

information regarding criminal convictions upon request may be ineligible for hire for the current 

positron and may be prohibited from future employment consideration. Internal candidates may be 

subject to corrective action up to and including termination. 

D. Procedure for Background Checks 

1. Final Candidate Authorization and Background Check Coordinator Notification 

Final candidates must be provided the background check disclosure, authorization, and release 

information and indicate their consent prior to a background check being performed by a third-party 

vendor. Failure to provide consent will preclude a final candidate from consideration for a position. 

2. Assessment of Background Check Information 

The campus HRM office will assess the information contained within a background check using the 

following principles: 

a. Convictions will be taken into account when reviewing a final candidate's criminal history. An 

arrest without a conviction in a closed case will not be considered. 

b. Open criminal cases may preclude a final candidate from eligibility for employment. The university 

will assess the circumstances surrounding the arrest, as well as the time frame, nature, gravity, 

and relevancy of the alleged offense and charge to the job duties. 

c. A criminal conviction Is not necessarily an automatic disqualification to initial employment or 

continued employment with the university. The university will assess the circumstances 

surrounding the conviction, time frame, nature, gravity, and relevancy of the conviction to the job 

duties. 

3. Processing Background Checks 

a. HRM is responsible for conducting background checks on all positions. 

b. HRM must approve department background check processes that go beyond this procedure's 

requirements. 

December 1, 2020 FASOP: HR-04 Page 3of8 
4. Background Check Records 

a. Candidates not hired due to information revealed on a background check conducted by a thirdparty vendor must be provided with a copy of the results and a copy of the Summary of Your 

Rights under the Fair Credit Reporting Act. HRM is responsible for offering to provide the results 

to the candidate. 

b. Candidates who are not eligible for future consideration for employment at the university will be 

notified in writing from the campus HRM office. 

c. Background check documentation must not be stored in an employee's personnel file. 

d. AH information received in connection with the background check process will be treated with 

discretion and only disclosed as necessary. 

Ill. Reference Checks, Official Transcripts, and Licenses/Certifications: 

A. Regulations for Reference Checks, Official Transcripts, and Licenses/Certifications: 

1. Hiring departments must collect reference information from at least three (3) professional contacts prior 

to extending an offer of employment. If there is no current employment, then every effort should be 

made to contact the previous supervisor. Former job titles and work experience should be verified when 

conducting reference checks. 

a. As a common courtesy, it is strongly encouraged for the hiring department to contact the current 

supervisor to conduct a reference check of a current LSU employee who is being considered for 

hire. 

b. The hiring department must contact HRM to verify the current employee does not have a pending 

performance issue that would make them ineligible for hire prior to extending an offer of 

employment. 

2. Degree verifications are required prior to employment and will be in the form of the applicant 

providing an official transcript. The campus HRM office may utilize other verification methods (e.g., 

National Student Clearinghouse) for certain non-academic positions at their discretion. If the degree 

was earned in a foreign country outside of the United States, a foreign education credential 

evaluation must be conducted to verify education prior to employment. 

3. Any position requiring a professional license or certification must be verified by the issuing licensing 

board or official proof of certification produced and verified prior to employment. 

IV. Pre-Employment Drug Screen & Physical Examination 

A. Regulations for Pre-Employment Drug Screen and Physical Examination: 

1. For a position requiring specific physical requirements, a pre-employment physical examination will 

be required. Any offer of employment for such a position must be conditioned on a successful 

physical examination. This requirement applies for new hires as well as current employees 

transferring or promoting into a new position 

2. For a position determined to be safety-sensitive, a pre-employment drug screen will be required. Any 

offer of employment for such a position must be conditioned on the successful completion of a drug 

screen. This requirement applies to new hires as well as current employees transferring or promoting 

into a new position. 

V. Hiring Former Employees 

A. Regulations for Hiring Former Employees: 

1. Fonner employees are eligible for re-employment if they left the university In good standing and have 

not been subject to corrective action for behavior. Ifan employee was terminated or resigned in lieu 

of tennination, the former employee is not eligible for re-hire unless stated otherwise by HRM. Good 

standing is defined as an employee has complied with all job expectations, policy and procedures; 

December 1, 2020 FASOP: HR-04 Page4 of8 
has not been subject to disciplinary action or terminated as a result thereof; has not behaved in a 

manner that would be grounds for discharge for cause; or tendered a resignation in lieu of termination 

or without proper notice." A former employee must be approved for re--hire by HRM prior to an offer 

being extended. 

VI. SOCIAL MEDIA CHECKS 

A. Regulations for Soclal Media Checks 

1. Social media checks may be conducted on final candidates for the following positions: 

a. Regular faculty and staff, 

b. Temporary, term, seasonal and intermittent appointments (excluding graduate associate and 

student employment appointments except when covered by an approved unit social media check 

program), 

c. Adjunct faculty, and 

d. Visiting scholars. 

2. Social media checks should be used to support hiring decisions on applicants. 

3. Final candidates in each search should be screened by the same sites to ensure consistent practices 

are followed. 

4. All privacy settings and terms of services must be adhered to for individual sites. 

5. All reviews must comply with the university's Equal Employment Opportunity policy statement (PS-1) 

and may include: 

a. Work history 

b. Education 

c. Certifications 

d. Examples of work to support job competencies 

6. When conducting a social media check, the following in a non-exclusive list of what should be 

considered for further review: 

a. Evidence of unlawful activity 

b. Photos, language or discriminatory activity by a candidate which, if revealed during employment, 

would violate university policy or which demonstrates unprofessional behavior (but not directed to 

political or policy-related differences of opinion and subject to protections provided by law and 

academic freedom in appropriate circumstances) 

c. Sexually explicit activity 

d. Evidence of violation of a prior employer's privacy orother policies 

B. Procedure for Social Media Checks 

1. Flnal Candidate Notification 

Hiring departments must notify final candidates of the social media check policy after the initial interview 

has been conducted. Failure to comply will preclude a final candidate from consideration for a position. 

Hiring departments are prohibited from requesting a candidate's access credentials as well as requesting 

an invitation to view a candidate's social site. 

2. Processing Social Media Checks 

a. HR Analysts within the department/unit are responsible for conducting social media checks after 

the initial Interview has been conducted to ensure candidate confidentiality. 

b. All searches must be documented with specific information outlined In Appendix B. 

December 1, 2020 FASOP: HR-04 Page 5 of8 
c. HR Analysts are responsible for submitting results to the hiring authority for review. The hiring 

authority is responsible for reviewing results and documenting the legitimate, nondiscriminatory 

reasons to support the hiring decision. The hiring authority is responsible for submitting results to 

the campus HRM office only when the results reveal infonnation, which may affect the hiring 

decision. 

3. Assessment of Social Media Check Information 

a. The campus HRM office is responsible for assessing results contained within a social media 

check submitted by the hiring authority. 

b. Findings will be taken into account when reviewing a final candidate's social media history. The 

university will assess the nature, gravity, and relevancy of the findings and notify the hiring 

department if the candidate can be considered for employment. 

4. Social Media Check Records 

a. Social media check documentation must not be stored in an employee's personnel file. Records 

must be kept in accordance with Louisiana law and LSU procedure. 

b. All infonnatlon received in connection with the social media check process will be treated with 

discretion and only disclosed as necessary. 

December 1, 2020 FASOP: HR-04 Page 6 ofB 
APPENDIX A: Revised Statute Link 

LA R.S. 42:1701 Consideration of Criminal History in Public Employment 

http://leqis.la.gov/Legis/Law.aspx?d=1017837 

December 1, 2020 FASOP: HR-04 Page 7 of8 
o. I 

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(The documents below MUST be submitted to Human Resources to 

achieve a successful hire) 

Approved Position Vacancy Authorization Form 

(applicable for new and replacement positions) 

Position Vacancy Announcement (position to be 

advertised before processing PAF, if applicable) 

SU Application for Employment Form for 

Admin/Faculty/Unclass Positions (hiring supervisor 

completes bottom of page 5) OR Civil Service Application 

for classified employees 

Memo/Criminal/Background Check Process (Memo/Forms 

to be provided to applicant by hiring supervisor. To be 

-- completed by applicant and submitted to State Police with 

a $10.00 money order.) 

Authority to Release (Signed by applicant and submitted 

__ to HR with Verification of Fingerprints form signed by 

State Police) 

Proposed Employee Appointment Form 

--(Completed by hiring supervisor) 

Proposed Employee Clearance Form 

(Completed by hiring supervisor) 

Citizenship/Visa Status Verified 

(Certificate of Naturalization, Resident Alien, H-1 Visa, J-1 

Visa, F-1 Visa/1-20/1-94, OPT) (Employment eligibility must 

be verified before offer of employment) 

Letter ofJustification for Restricted/Job 

Appointment/CS Rule 6.Sg appointments 

Exemptions Survey Form 

(Completed once employee reports to work, signed by 

employee and budget head) 

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use of cookies and Privacy Statement. To find out more, please visitSouthern University's~ Statement 

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4th Floor President's Office Baton Rouge, LA 70813 

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SU Law Center SU Ag Center 

2 Roosevelt Steptoe St. B. A. Little Drive, H St. 

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\. (225) 771-2552 (tel:+2257712552) \. (225) 771-2242 (tel:+2257712242) 

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En,ployment Guidelines and 

Procedures 

The sequential steps for the employment and new hire processes are as 

follows: 

1. The hiring department must get authorization to fill the position before any 

announcements, interviews, offers, etc... This is done by completing the 

Position Vacancy Authorization form and acquiring the appropriate 

signatures (Department Head and Dean/Director/Supervisor of Budget Unit 

as indicated on the form. The Position Vacancy Authorization form must be 
completed for all positions except students and graduate assistants. This 

form is located on the SUS HR website at 

http://www.sus.edu/downloadable-forms 

(http://www.sus.edu/downloadable-forms). (The Position Vacancy 

Announcement form may also be completed and submitted along with the 

Authorization form. The "Application Deadline" and "Date Position to be 

Filled" will be adjusted as needed based on the date the authorization form 

is approved.). 

2. After these signatures are obtained, the forms are submitted to Human 

Resources for review and approval. HR reviews the authorization form to 

ensure: it's completed correctly; if replacement, the position exists and the 

previous incumbent is indicated; if new, verifies the position is classified 

correctly; then completes the area for HR. For the announcement form, HR 

reviews to ensure: it's completed correctly; the minimum qualifications are 

listed and how to apply information is indicated. 

3. Upon approval, the Position Vacancy Authorization/Announcement forms are 

submitted to the SUBR campus: Budget Office, Vice Chancellor for Finance, 

Chancellor (if below $50,000.00 whether new or existing position) and 

System President (if $50,000.00 or above whether new or existing position); 

SULC campus: Chancellor (if below $50,000.00 whether new or existing 

position) and System President {if $50,000.00 or above whether new or 

existing position) (Budget Office has already approved); SUREAC campus: 

Chancellor (if below $50,000.00 whether new or existing position) and 

System President {if $50,000.00 or above whether new or existing position) 

(Budget Office has already approved); SUS campus: System President (if 

$50,000.00 or above whether new or existing position) (Budget Office has 

already approved). 

4. Approved forms are returned to HR to be posted. Unclassified and faculty 

positions are posted on the SU Vacancy Announcement Website at 

http://vsquask.subr.edu/jobs/default.aspx 

{http://vsquask.subr.edu/jobs/default.aspx) for a minimum of seven (7) days. 

If a department desires to advertise externally, a written request must be 

submitted to Human Resources (see step 6). 

5. Should the vacancy not be filled internally, external advertisements may 

include but not be limited to local newspaper, professional journals, 

Chronicle of Higher Education, local employment office, other colleges and 

universities, etc ... for unclassified and faculty positions. A request should be 

submitted to HR indicating where the department wishes to advertise and 
the funding source along with an attached copy of the advertisement. The 

advertisement should be typed on plain paper as it is to appear and include 

the qualifications. documents needed to apply (such as letter of application, 

university application, resume'. references, etc ...) and contact information. 

6. All Civil Service positions must be posted in accordance with Civil Service 

rules. Upon receipt of approved forms, classified positions are posted on 

LaCareers for a minimum of five (5} calendar days as well as the SU VAS 

website. To apply for classified positions. the applicant logs onto the Civil 

Service Job Seekers website at 

http://agency.governmentjobs.com/louisiana/default.dm 

(http://agency.governmentjobs.com/louisiana/default.dm) to complete an 

online application. 

7. Interviewing and selection should be in accordance with guidelines outlined 

in the "Non-Discriminatory Employment Policies and Procedure" Handbook 

dated June 30. 1990 for unclassified, faculty and non-competitive Civil 

Service positions as well as procedures found on pages 62-81 of the 

Employment Guidelines Handbook. Competitive Civil Service positions will 

be governed by the guidelines found in the Employment Guidelines 

Handbook and the Civil Service rules. Hiring managers must share with each 

prospective employee the following: "While it is our intent to recommend 

your employment, your eligibility for employment must be verified by HR 

before an offer of employment can be extended and you must submit 1-9 

Identifying documentation, i.e., D.L., 55 card, Visa, etc ... (page 53 of the 

Employment Guidelines Handbook) for us to determine your legal eligibility 

to hold employment". 

8. Once a candidate has been selected, (unclassified and faculty applicants} the 

hiring supervisor gives him/her the Application for Employment. The 

hiring supervisor to complete the bottom of page 5 of the application. 

9. All applicants (including graduate students, undergraduate students, 

adjuncts, special hire employees, etc ...) must complete the Criminal 

Background Check process as outlined in HR Policy 103. The hiring 

supervisor provides the memo and documents to the applicant. Applicant to 

follow instructions outlined in the memo. 

10. The hiring supervisor verifies references by completing the Reference Check 

Form. 

11. The hiring supervisor completes Proposed Employment Clearance (obtain 

appropriate signature) and Proposed Employee Appointment forms. All 
forms including the application are submitted to HR along with the 

documents outlined on page 53 of the Employment Guidelines Handbook. 

12. Once HR returns the approved Proposed Employment Clearance form to the 

hiring department, the hiring department generates the Personnel Action 

Form. 

13. The hiring supervisor submits the Personnel Action Form to the appropriate 

Dean/Director/Unit Head for approval. The form follows the hierarchical path 

for that hiring supervisor/department. The prospective employee must not 

start work until the Personnel Action Form has been approved at aU 

levels (Chancellor-if, below $50,000.0; System President-if above 

$50,000.00; the Board ofSupervisors-if above $100,000.00J. The only 

exception to this policy is at the beginning of the semester when faculty 

or teaching graduating assistants are employed to cover and then only 

with the prior approval ofthe Provost/Vice Chancellor for Academic & 

Student Affairs. These applicants must also have employment 

clearance through HR prior to starting work and the Personnel Action 

Form must be completed and submitted no Later than the same day the 

faculty (faculty for classes without an instructor} member report to 

work. Any other exception to this policy must have the prior written 

approval ofthe respective Chancellor. 

14. Payment to classified, unclassified and faculty employees. other than 

exception stipulated in number eight (8) above. including regular unclassified 

and faculty employees working overloads and extra work on grants and 

special projects should be on the next regularly scheduled payday after the 

Personnel Action form has cleared all required approval levels. If approval is 

obtained less than ten (10) work days before the next regularly scheduled 

pay day, it may be received on the following pay day. 

15. AU new, returning, re-employed, etc. employees whether full time or 

part time and whether temporary, probationary, adjunct must report to 

HR to complete employment papers before they start work but no later 

than the 3rd work day. 

If assistance is needed at any time at any step in the process, please contact 

Human Resources. 
- - -- ---

----- ----

Polley#: HR010.1 

Polley Type: University 

Criminal Background and Responsible Executive: VP for Buslness Affairs 

Financial Credit Check Policy Responsible Office: 

Orl&fnally Issued: 

Human Resources 

July 8, 2008 

Latest Revision: May 26, 2021. 

Effective Date: Ma 26, 2021. 

I. Policy Statement 

The University of Louisiana at Monroe (ULM) recognizes that hiring a new employee is an important 

responsibility. ULM understands that employing the best people and providing a safe and secure 

workplace is a priority for the University community. 

II. Purpose of Policy 

The purpose of this policy is to provide procedures and guidelines for conducting criminal background 

and consumer credit reports for faculty and staff at the University, as well as applicants for 

employment. The process of conducting criminal background and consumer credit reports is intended 

to create and sustain a safe environment for all members of the University community. 

111. Applicability 

This policy applies to new employees and current classified and unclassified staff and faculty, student 

workers, graduate assistants, and temporary employees. 

' IV. Definitions 

Adverse Employment Action -for purposes of the Fair Credit Reporting Act (FCRA), constitutes a 

denial of employment or any other decision for employment purposes that adversely affect any 

current or prospective employee. 

Flnanclaf Personnel - includes Vice President for Business Affairs, Director of Budget, Controller, 

Associate Controller, Assistant Controller of Receivables, Assistant Controller of Payroll 

Information Technology Personnel- includes Director of Information Technology, Web Application 

Programmer, Enterprise System Specialist, Programmer Analyst, Associate Director of Enterprise 

Applications, IT Security Officer, Senior Web Developer, Associate Director of IT Projects/Web Services, 

Enterprise System & Security Manager 

V. Policy Procedure 

ULM will conduct criminal history checks through an appropriate vendor for newly hired classified and 

unclassified staff and faculty as part of the hiring process and current employees transferred, 

promoted or reassigned to a different position if a background check has not been conducted within 

the last 12 months. Student workers, graduate assistants, and temporary employees may have 

background checks completed upon request ofthe Department Head or designee. 

Financial credit checks will be conducted for key Information technology personnel and /Inane/al 

personnel. Student workers, graduate assistants, and temporary employees who handle large 

amounts of cash or handle numerous transactions involving cash as part of their job duties as 

Criminal Background and Financial Credit Check Policy Page 1 of4 

HR0l0.1- May 26, 2021 

Rev. 1/04/2021 
determined by Department Heads or designees will have credit checks completed upon request oftne 

Department Head or designee. 

An offer of employment shall be made contingent on the completion of a criminal background check 

and/or consumer credit report, ifapplicable. In case of an immediate hire, an offer of employment 

may be made prior to completion ofthe background check and/or consumer credit report with 

approval ofthe appropriate Vice President. However, continued employment is always contingent 

upon a satisfactory background check and/or consumer credit report. Background checks and/or 

consumer credit reports revealing misrepresentations may be grounds for immediate rejection of the 

application. If the individual is a current employee, his or her suitability for continued employment will 

be evaluated. 

The Human Resources Department will request new hires to complete and sign the "Consent and 

Disclosure Form" electronically through our background check provider. Any applicant or employee 

who refuses to provide a signed consent form will be ineligible for consideration for the vacant position 

or continuation of employment. 

The Human Resources Department will notify the hiring authority of the results. Only designated ULM 

employees may initiate and receive results of background checks and/or consumer credit reports. 

Results of all background checks and/or consumer credit reports shall be kept confidential and will not 

be disclosed except to the extent necessary to administer and enforce this policy. 

Adverse Employment Actions 

Adverse employment decisions based on criminal history or consumer credit information must be 

made based on exclusions that are job related and consistent with business necessity. Consideration 

must be taken and documented as to (1) the nature, gravity, and number of convictions, (2) the time 

that has lapsed since the offense, (3) the relevance of a criminal conviction to the job, and (4) the 

relative threat to the security of ULM or its employees and students. Additionally, any candidate for 

employment of employee who will be excluded based on information contained in a criminal history or 

consumer credit report must be provided an opportunity to show why he or she should not be 

excluded. 

In the event that an adverse employment action is to occur, including but not limited to a failure to 

hire, promote, or terminate employment for information contained in a consumer credit report, the 

individual must also be provided a copy of the relevant report as well as a copy ofA Summary of Your 

Rights Under the Fair Credit Reporting Act. 

Pursuant to the Fair Credit Reporting Act, an Adverse Action notice will be provided to the applicant or 

employee after any adverse action is taken as a result of an unfavorable report for the purpose of 

allowing the individual an opportunity to review the report. The Adverse Action Notice will include: 

• The name, address, and phone number ofthe consumer reporting company that supplied the 

report; 

• A statement that the consumer reporting company did not make the decision to take the 

adverse action and cannot give specific reasons for it; and 

• A notice of the individual's right to dispute the accuracy or completeness of any information the 

consumer reporting company furnished, and obtain an additional free report from the company 

within 60 days, if requested by the date of adverse action. 

Criminal Background and Financial Credit Check Policy Page2of4 

HR0l0.1- May 26, 2021 

Rev. 1/04/2021 
----

Screening Process 

The background screening can include, but is not limited to, the following investigation results: 

• Social Security Number and Address Verification -verification of the individual's social security 

number and addresses lived in the last seven (7) years. This search may reveal use of multiple 

SSNs and/or aliases. 

• Parish/County Criminal History Search - searches criminal history of counties and/or parishes in 

which the individual has worked, attended school, and/or resided (if different from the 

county/parish in which the employee worked) within the last seven (7) years. All felony 

convictions, misdemeanor convictions, and related activity on record (including open arrest 

warrants or charges for failure to appear in court) are included. 

• National Criminal History Search - searches criminal history in a national database within the 

last seven (7) years. 

• Sex Offender Register- searches the sex offender database register for any state in which the 

individual has resided in the last seven {7) years. 

• Consumer Credit Report - contains information about the individual's current and previous 

financial history. Reports include information regarding trade accounts with negative action 

(write-offs, bad debt, collections, foreclosures, repossessions), and public records (civil 

judgments, tax liens, bankruptcy). 

VI. Enforcement 

Human Resources will conduct and review all background and credit checks. Human Resources will 

notify the hiring authority of the results to determine if an adverse employment decision based on 

criminal history or consumer credit information must be made. 

VII. Policy Management I 

The Vice President of Business Affairs is the Responsible Executive accountable for the management of 

this policy. The Department of Human Resources is responsible for maintaining this policy. 

i VIII. Exclusions -

N/A 

1 IX. Effective Date 

The effective date ofthis policy is the date it is adopted and signed by the President. 

I X. Adoption I

This policy is hereby adopted on this 26th day of May, 2021. 

Recommended for Approval by: Approved by: 

Criminal Background and Financial Credit Check Policy Page 3 of 4 

HR010.1- May 26, 2021 

Rev. 1/04/2021 
XI. Appendices, References and Related Materials 

A Summary of Your Rights Under the Fair Credit Reporting Act (ftc.gov) 

XII. Revision History 

Original adoption date: July 8, 2008 

Revised March 27, 2012 

Revised August 1, 2013 

Revised May 26, 2021: Revisions include combining the Criminal Background and Financial Credit 

Check Policy and Criminal Background and Financial Credit Check Procedures to one document in the 

new policy format, updating hiring procedures, updating screening process, and including student 

workers, graduate assistants and part-time employees for background checks. 

Criminal Background and Financial Credit Check Policy Page 4 of 4 

HR010.1- May 26, 2021 

Rev. 1/04/2021 
RS3:1461 

PART V. INDUSTRIAL HEMP 

§ 1461. Purpose 

It is hereby the intent ofthe legislature to recognize industrial hemp as an agricultural commodity and 

authorize the cultivation, processing, and handling ofindustrial hemp as legal, agricultural activities in the state 

ofLouisiana in accordance with the Agriculture Improvement Act of2018, P.L. 115-334. 

Acts 2019, No. 164, §1, eff. June 61 2019; Acts 2021, No. 336, §1. 
§1462." Defmitions 

As used in this Part, the following terms shall have the following meanings: 

( 1) "Applicant" means a natural person or any individual who applies on behalf ofa parmership, 

corporation, cooperative association, limited liability company, joint stock association, sole proprietorship, joint 

venture, business association, professional corporation, or any other legal entity or organization through which 

business is conducted for agrower, processor, handler, or industrial hemp seed producer license. 

(2) "Commission" means the Agricultural Chemistry and Seed Commission. 

(3) "Commissioner" means the Louisiana commissioner ofagriculture and forestry. 

(4) "Cultivate" or 0 cultivating" means planting, growing, or harvesting industrial hemp. 

(S) "Department" means the Louisiana Department ofAgriculture and Forestry. 

(6) "Designated responsible party" means a natural person designated by the applicant or licensee as 

responsible for facility operations ofthe applicant or licensee facility. 

(7) "Grower" means any individual, partnership, corporation, cooperative association, or other business 

entity that is licensed by the department to cultivate industrial hemp. 

(8) "Handle" or "handling" means any ofthe following: 

{a) Transporting or delivering industrial hemp material in intrastate commerce for compensation. 

(b) Commercially haJVesting, storing, or grinding industrial hemp material received from a grower. 

{c) Cleaning or packaging industrial hemp seed received from a seed producer. 

(d) Brokering industrial hemp material. 

(e) Receiving industrial hemp material for testing. 

(9) "Handler" means any individual, partnership, corporation, cooperative association, or other business 

entity that handles industrial hemp. 

( 10) "Industrial hemp" means the plant Cannabis sativa L. and any part ofsuch plant, including the seeds 

thereof and all derivatives, extracts, cannabinoids, isomers, acids, salts, and salts ofisomers, whether growing or 

not, with a total delta-9 THC concentration ofnot more than 0.3 percent on a dry weight basis. 

( 11) "Industrial hemp seed" means Cannabis saliva L. seed or other propagating stock which have been 

inspected and sampled during their period ofgrowth and preparation for market by the commissioner, or by the 

inspection official ofthe state in which the seeds or propagating stock were grown, and which have been found 

to confonn to the regulations issued by the commission pursuant to this Part 

(12) "Licensure" means any license that the department is authorized to issue to a grower, seed producer, 

processor, or handler ofindustrial hemp. 

(13) "Process" means converting industrial hemp into a marketable fonn. 

(14)(a) "Processor" means any individual, partnership, corporation, cooperative association, or other 

business entity that receives industrial hemp for processing into commodities or products. 

(b) "Processor" shall not include a consumable hemp processor as defined in R.S. 3:1481. 

(15) "Seed producer" means a person licensed by the department to obtain, produce, transport, and sell 

industrial hemp seed in the state. 

(16) "State plan" means a plan required for approval by the United States Secretary ofAgriculture to 

monitor and regulate the production of industrial hemp. 

( 17) "THC" means a combination oftetrahydrocannabinol and tetrahydrocannabinolic acid. 

(18) "Transport" or "transporting" means the movement ofindustrial hemp from the premises ofa 

licensee to the premises ofanother licensee or from the premises ofa licensee to the premises ofa permit holder 

pursuant to R.S. 3:1483 by means ofa vehicle. 

Acts 2019, No. 164, §1, eff. June6, 2019; Acts 2020, No. 344, §1; Acts 2021, No. 336, §1. 
§1463. Powers and responsibilities ofthe commission 

The commission shall: 

(1) Establish criteria and standards for industrial hemp seed approval. 

(2) Hold hearings on alleged violations ofthe provisions ofthis Part or ofthe rules and regulations 

adopted pursuant to this Part. 

(3) Advise the commissioner on the civil penalties to be imposed or the injunctive or other civil relief to 

be sought to punish and restrain violations ofthe provisions ofthis Part or ofthe rules and regulations adopted 

pursuant to this Part. 

Acts 2019, No. 164, §1, eff. June 6, 2019.