On-Cycle Change (June 30/July 1)

Promoting to New Level

Staying in Same Program

PER 3 is not needed for July 1 Promotion unless House Officer has a Gratis appointment, (See Gratis House Officers on-cycle & Off-Cycle). House Officers promoting July 1 will be promoted automatically to the next level.

All House Officers, including Gratis appointed House Officers, should be listed on the Promotion Spreadsheet which is submitted to Yolanda Lundsgaard in the GME Office. The spreadsheet is used as the master list for the automatic promotion. The Promotion Spreadsheet is auto-populated from New Innovations Data and is printed from the GME Online Appointment Forms System https://www.medschool.lsuhsc.edu/medical_education/graduate/appointments/

Transferring to Other LSU Program

PER 3 is not needed for July 1 Transfers, unless House Officer has a Gratis Appointment, (See Gratis House Officers on-cycle & Off-Cycle). House Officers Transferring July 1 will be entered manually by Human Resources using the Transfer Spreadsheet submitted to Yolanda Lundsgaard in the GME Office.

All House Officers, including Gratis appointed House Officers, should be listed on the Promote & Transfer Spreadsheet which is submitted to the GME Office by the receiving program. The Transfer Spreadsheet is auto-populated from New Innovations Data and is printed from the GME Online Appointment Forms System https://www.medschool.lsuhsc.edu/medical_education/graduate/appointments/

No Change in Level

Staying in Same Program

PER 3 is not needed. House Officer should be listed on Off-Cycle/Exceptions List and submit the list to Yolanda Lundsgaard in the GME Office. House Officer should not be listed on the Promotion Spreadsheet.

The Off-cycle/Exceptions List is auto-populated from New Innovations Data and is printed from the GME Online Appointment Forms System https://www.medschool.lsuhsc.edu/medical_education/graduate/appointments/

NOTE: The Off-Cycle-Exceptions List does not print in the same format as the Promotion, Transfer and Termination spreadsheets, it prints a list of House Officers and their off-cycle/exception status.

Transferring to Other LSU Program

PER 3 is not needed unless House Officer has a Gratis Appointment, (See Gratis House Officers on-cycle & Off-Cycle). House Officers Transferring July 1 will be entered manually by Human Resources using the Transfer Spreadsheet submitted to Yolanda Lundsgaard in the GME Office.

House Officer should be listed on the Transfer Without Promotion Spreadsheet and submitted to Yolanda Lundsgaard in the GME Office by the receiving program.

The Transfer Spreadsheet is auto-populated from New Innovations Data and is printed from the GME Online Appointment Forms System: https://www.medschool.lsuhsc.edu/medical_education/graduate/appointments/

Other Change in Level

Staying in Same Program

Other Change in Level and Staying in same program: House Officer Level is changing but not to the next House Officer Level, may change back to previous House Officer level or skip a Level. This does not happen often and could happen if the House Officer did not complete all required training for that level, or received credit from the Board which could change the House Officer level.

PER 3 is needed (paper form). See PER 3 Instructions for Promoting a House Officer for instructions. Submit PER 3s to Yolanda Lundsgaard in the GME Office.

Transferring to Other LSU Program

Other Change in Level and Transferring to Other LSU Program: House Officer is Transferring to another LSU Program and the House Officer Level is changing but not to the next House Officer Level, may change back to previous House Officer level or skip a Level. This does not happen often and could happen if the House Officer is changing to a training program where he/she has to start back at a lower level; or changing to a specialty that cannot give credit to previous training and the House Officer has to start at the lower House Officer level.

PER 3 is needed (paper form). See Transfer Without Promotion Spreadsheet for instructions. Submit PER 3s to Yolanda Lundsgaard in the GME Office.

All House Officers Transferring to other LSU Programs should be listed on the Transfer Without Promotion Spreadsheet and submitted to Yolanda Lundsgard in the GME Office by the receiving program.

The Transfer Spreadsheet is auto-populated from New Innovations Data and is printed from the GME Online Appointment Forms System: https://www.medschool.lsuhsc.edu/medical_education/graduate/appointments/

Ending Program

Graduating - Terminating Employment with LSU

PER 3 is not needed for June 30 Graduating/Terminating House Officers unless House Officer has a Gratis Appointment. House Officer should be listed on Termination Spreadsheet which is submitted to Yolanda Lundsgaard in the GME Office. House Officers graduating/terminating June 30 will be terminated automatically.

The Termination spreadsheet is used as the master list for the automatic termination. The Termination Spreadsheet is auto-populated from New Innovations Data and is printed from the GME Online Appointment Forms System https://www.medschool.lsuhsc.edu/medical_education/graduate/appointments/

An Email should be sent to LSUHSC-NO Notification of Employee Separation with the list of House Officers Graduating/Termination and copy Yolanda Lundsgaard in the GME Office. Only send the Email for all June 30 graduating/terminating and Gratis appointment House Officers.

Graduating - House Officer Becoming Faculty

PER 3 is needed. Department Business Managers initiate the ePAF (electronic Personnel Action Form, formery a PER 3), terminating the House Officer's position and the Business Manager will submit the paperwork for the House Officer's Faculty Appointment.

Program Coordinator completes the House Officers Becoming Faculty Spreadsheet and submits the Spreadsheet to Yolanda Lundsgaard in the GME Office. It is very important to include the effective date of the House Officer's Faculty appointment.

Resignation / Involuntary Termination

PER 3 is needed. See PER 3 Instructions Terminating House Officer to determine if an electronic ePAF Termination PER 3 or a Paper PER 3 is required.

House Officer should also be included on Termination Spreadsheet. If resigning, resignation letter should be attached to PER 3.

Submit PER 3s to Yolanda Lundsgaard in the GME Office.

Transfer to Other LSU Program

Promoting to New Level

PER 3 is not needed for July 1 Transfers Promoting to the Next Level unless the House Officer has a Gratis Appointment.

House Officer should be listed on the Promote & Transfer Spreadsheet which is submitted to Yolanda Lundsgaard in the GME Office by the receiving program.

The Transfer Spreadsheet is auto-populated from New Innovations Data and is printed from the GME Online Appointment Forms System: https://www.medschool.lsuhsc.edu/medical_education/graduate/appointments/

House Officers Transferring July 1 will be entered manually by Human Resources using the Transfer Spreadsheet submitted to Yolanda Lundsgaard in the GME Office.

Not Promoting to New level

PER 3 is not needed. House Officer should be listed on the Transfer Without Promotion Spreadsheet which is manually completed and submitted to Yolanda Lundsgaard in the GME Office by the receiving program.

Moving to Lower Level

PER 3 is needed. See PER 3 Instructions Transferring House Officer - Paper PER 3 for information.

Faculty Becoming House Officer

PER 3 is needed to terminate the faculty appointment. Business Manager initiates the electronic ePAF Termination PER 3 and it must state the the person will be rehired. The GME Data Sheet and updated new hire paperwork may be required.

A Per 2 is also needed to appoint the faculty member as a House Officer. .

Contact Yolanda Lundsgaard in the GME Office for assistance.

Off-Cycle Change

Promoting to New Level

Staying in Same Program

PER 3 is needed. See PER 3 Instructions for Promoting a House Officer for information.

Transferring to Other LSU Program

PER 3 is needed. See PER 3 Instructions Transferring House Officer - Paper PER 3 for information.

Transferring to Other LSU Program Without Promotion

PER 3 is needed. See PER 3 Instructions Transferring House Officer - Paper PER 3 for information.

Other Change in Level

Staying in Same Program

PER 3 is needed. See PER 3 Instructions for Promoting a House Officer for instructions.

Transferring to Other LSU Program

PER 3 is needed. See PER 3 Instructions Transferring House Officer - Paper PER 3 for information.

Ending Program

Graduating - Terminating Employment with LSU

PER 3 is needed. See PER 3 Instructions Terminating House Officer for information. Email should be sent to lsuhsc-nonotificationofemployeeseparation@lsuhsc.edu regarding employee termination.

Graduating - House Officer Becoming Faculty

PER 3 is needed. Include "Becoming faculty" in remarks section and include date.

Resignation / Involuntary Termination

PER 3 is needed. See PER 3 Instructions Terminating House Officer. If resigning, resignation letter should be attached to PER 3.

Transfer to Other LSU Program

PER 3 is needed. See PER 3 Instructions Transferring House Officer - Paper PER 3 for information.

Faculty Becoming House Officer

PER 3 is needed to terminate faculty. Per 2 needed to appoint as House Officer. Additionally, GME Data Sheet and updated new hire paperwork may be required. Contact the GME Office for assistance.

Gratis House Officers (On-Cycle or Off-Cycle)

PER 3 (paper format only), is needed for all actions for Gratis Appointed House Officers. See PER 3 Instructions Terminating House Officer, PER 3 Instructions Transferring House Officer - Paper PER 3, and PER 3 Instructions for Promoting a House Officer for information.

Gratis appointed House Officers can be paid by the Military, paid directly by the VA or paid directly by other funding source. Gratis appointed House Officers are not included on the list of automatic promotions due to their gratis status. Gratis House Officers are updated in PS using the paper PER 3 submitted to the GME Office.

Resident Schedule Changes

Account Code / Combo Code Change

Has Payroll been processed yet? Refer to Payroll Calendar

Yes, Payroll Has Already Been Processed

PER 3 is needed. Coordinator initiates the Electronic ePAF CSOF (change source of Funds PER 3). The ePAF CSOF PER 3 will also update Resident Scheduler when the information is entered in the "update Resident Scheduler" section of the ePAF CSOF PER 3.

Coordinator also notes the correction on the End of the Month Certification Report. The ePAF CSOF must be initiated when submitting the EOM Report to Yolanda Lundsgaard in the GME Office.

If Paper PER 3s are still accepted by the SOM Dean's Office, See PER 3 Instructions Changing Source of Funds for information.

No, Payroll Has Not Been Processed

PER 3 is not needed. Changes should be made in Resident Scheduler before Lock-Out Date

Vacation/Sick/Education/Military Leave Correction

PER 3 is not needed. If before Lock-Out Date, make changes in Resident Scheduler. If payroll has already been processed, make a note on End of the Month Certification Report.

House Officer on LWOP/LOA

PER 3 is not needed. If before Lock-Out Date, make changes in Resident Scheduler. Make note on End of the Month Certification Report if LOA / LWOP does not appear on Beginning of the Month Certification Report. Send email to HRMLWOP@lsushc.edu and copy GME Office. If house Officer is paid while on LWOP/LOA, the money will be recouped by Payroll.

Pay a House Oficer Who Was Not Paid Correctly

PER 3 is needed. See
PER 3 Instructions Changing Source of Funds to complete PER 3. In remarks section, include "Pay House Officer for dates; Do Not Over Pay". Include note on End of the Month Certification Report if schedule is not correct in Resident Scheduler or if entry does not appear on report.

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