300 FACULTY PERSONNEL POLICIES

301 Employment Policies The regulations governing employment at Georgia State University prohibit discrimination in employment based on race, sex, color, religion, national origin, disability, age, sexual orientation, or veteran status. This includes, but is not limited to: recruitment, hiring, compensation, retention, training, tenure and promotion.

The Provost and Vice President for Academic Affairs annually appoints an Affirmative Action Advisory Committee. This committee represents a cross-section of job categories and interest groups on campus. The purpose of the Committee is to:

  1. assist and advise the director on affirmative action programming, the development and implementation of policy and the the evaluation of affirmative action efforts,
  2. serve as a direct communication link between faculty, staff and students and the Office of Affirmative Action, and
  3. work with the director to ensure that the university is sensitive and attuned to problems and issues in the area of affirmative action and equal opportunity.

301.01 Civil Rights Compliance - Education [Replaced 13 January 1997]

Georgia State University is an equal opportunity institution. As such, students are admitted and treated without regard to race, sex, color, age, religion, national origin, sexual orientation, veteran status or disability. Georgia State University complies with Title VI of the Civil Rights Act of 1964 and Title IX of the Education Amendments of 1972. These regulations prohibit discrimination based on race, color or national origin and sex respectively. The university also complies with Section 504 of the Rehabilitation Act of 1973. Section 504 prohibits discrimination based on disability.

Title IX of the Education Amendments with the U.S. Office of Civil Rights Title IX of the Education Amendments of 1972 was the first comprehensive federal law to prohibit sex discrimination against students and employees of educational institutions. Title IX states, in part: No person*shall, on the basis of sex, be excluded from participation in, be denied benefits of, or be subjected to discrimination under any education program or activity receiving federal financial assistance... The policy of Georgia State University is to implement affirmative action and equal opportunity for all employees, students and applicants for employment or admission without regard to race, color, religion, national origin, sex, age, veteran status or disability. Title IX prohibits sex discrimination. Sexual harassment is a form of prohibited sex discrimination. Students (male and female) and employees (faculty and staff) are protected from sexual harassment and may recover monetary damages. The Title IX Coordinator is responsible for enforcing the law. Faculty, staff, and students can file complaints of sex discrimination with the Title IX Coordinator. Retaliation against complainants is prohibited. The Title IX Coordinator is the Assistant Vice President of Opportunity Development and Diversity Education Planning.
The Title IX Coordinator can be contacted at:

Opportunity Development/Diversity Education Planning

Mailing Address:
P.O. Box 3983
Atlanta, GA 30302-3983

In person Address:
10 Park Place, Suite 460
Atlanta, Georgia 30303

(Source: Office of Affirmative Action )

301.02 Affirmative Action Policy [Replaced 13 January 1997]

It is the policy of Georgia State University to implement affirmative action and equal opportunity for all employees and students, without regard to race, color, religion, national origin, sex, age, sexual orientation, veteran status or disability. This policy also applies to applicants for employment or admission.

The university's affirmative action program and related policies are developed to comply with Executive Orders 11246 and 11375, as amended; the Rehabilitation Act of 1973 ( Sections 503 and 504) and the Americans with Disabilities Act of 1990 (Title II), and their implementing regulations; the Age Discrimination in Employment Act of 1967; and the Vietnam Era Veterans' Readjustment Assistance Act of 1974 as it amends 38 U.S.C. 4212.

Primary responsibility for implementing Georgia State University's affirmative action program lies with the president and the vice presidents. In turn, this responsibility rests with respective deans, department heads and directors. Operational responsibility for implementing, monitoring and annually updating the university's Affirmative Action Plan lies with the Director of Affirmative Action. The director is responsible to the Provost and Vice President for Academic Affairs.

The responsibilities of the Director of Affirmative Action include, but are not limited to, the following:

  1. monitoring all matters within the university that pertain to affirmative action and equal employment opportunity, and developing policy statements, training programs and other affirmative action programs and activities designed to assure compliance in this area,
  2. updating and maintaing current data required for the university's annual affirmative action plan, state and federal agencies, and the central office of the Board of Regents,
  3. identifying affirmative action/equal employment opportunity problem areas within the institution, and helping the university's administration arrive at solutions to these problems,
  4. designing and implementing auditing and reporting systems to assess the effectiveness of the university's affirmative action/equal employment opportunity program, and
  5. investigating affirmative action/equal employement opportunity complaints and serving as a liaison with federal, state and local agencies that enforce and monitor affirmative action compliance.
(Source: Georgia State University Executive Order Affirmative Action Plan)

301.03 Policy Statement on Individuals with Disabilities [Replaced 13 January 1997]

It is the policy of Georgia State University not to discriminate against any individual because he or she has a disability. This applies to employees and students. It also applies to applicants for admission or employment. Georgia State University provides physical and program accessibility and reasonable accommodations for persons with disabilities. Support services provided by Georgia State University include, but not limited to: evaluation of individual needs, advisement, couseling and testing servies, parking (for persons with certain limiting mobility imapairments), and academic program assistance for students. Policies regarding individuals with disabilities conform with Sections 503 and 504 of the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act of 1990 (Title II).

A complete listing of services and facilites for persons with disabilities, particularly students, is provided in A Guide for Students and Employees with Disabilities. The College Student with a Disability: A Handbook for Faculty is available as a reference to help faculty members work with students with disabilities. Questions regarding students with disabilities and requests for the above-referenced publications should be directed to the Office of Disability Services. Matters related to faculty and staff members with disabilities should be directed to the Office of Opportunity Development.

(Source: Office of Opportunity Development)

301.04 Policy on Accommodation of Religious Practice - [Replaced 13 January 1997]

Title VII of the Civil Rights Act of 1964 prohibits employers and other covered entities from discriminating in any aspect of employment on an individual's religious beliefs. Employers must accommodate employees' religious needs unless it would cause an undue hardship to the business. Failure to do so is an unlawful employment practice.

The obligation to accommodate begins when an employee notifies the employer of the need for an accommodation. Once notified, the employer should consider the available alternatives for accommodating the religious practice involved. If there is more than one alternative available which would not cause undue hardship, the employer must offer that which would least disadvantage the individual's employment opportunities. The offered accommodation does not have to be the one the employee prefers, if the above standard (i.e., least disadvantage) is met.

(Source: Office of Opportunity Development)

301.05 Policy Statement on Disabled Veterans and Veterans of the Vietnam Veteran Era [Replaced 13 January 1997]

It is the policy of Georgia State University not to discriminate against any employee or applicant for employment because he or she is a disabled veteran or veteran of the Vietnam era. It is also the policy of Georgia State University to take affirmative action to employ, and advance in employment, qualified disabled veterans and veterans of the Vietman era. This policy applies to all employment actions including, but not limited to: advertising, recruiting, hiring, compensation, retention, training, demotion, promotion, transfer, layoff, termination and tenure. This policy meets the provisions of the Vietnam Era Veterans' Readjustment Assistance Act of 1974. For information about the university's written affirmative action plan for disabled veterans and veterans of the Vietnam era, contact the Office of Affirmative Actions.

Georgia State University maintains a veteran's coordinator in the Office of the Registrar to certify and help students who are eligible for veteran benefits and to coordinate veteran affairs.

(Source: Office of Opportunity Development)

301.06 Board of Regents' Policy on Employment of Relatives

The basic criteria for the appointment and promotion of faculty in the several institutions of the University System shall be appropriate qualifications and performance as set forth in the policies of the Board of Regents. Relationship by family or marriage shall constitute neither an advantage nor a disadvantage.

No individual shall be employed in a department or unit under the supervision of a relative who has or may have a direct effect on the individual's progress, performance, or welfare.

For the purpose of this policy, relatives are defined as husbands and wives, parents and children, brothers, sisters, and any in-laws of any of the foregoing. (Minutes, February 14, 1973, p. 312)

(Source: BOR Policy, Section 802.03)

301.07 Employment of Aliens

With the initial employment of an alien, the institution must certify that the services to be performed by the alien do not involve direct participation in the formulation, execution, or review of broad public policy and that United States citizenship does not bear some rational relationship to the special demands of the particular position to be filled.

(Source: BOR Policy, Section 802.05)

301.08 Potential Conflict Of Interest In Amorous Relationships [Section Added 14 April 1997]

The integrity of academic and work relationships is the foundation of the university's educational mission. These relationships vest considerable trust in persons with authority whether as mentor, educator, evaluator and/or administrator. The unequal institutional power inherent in university academic and work relationships heightens the vulnerability of those in subordinate positions. The university must protect itself from influences or activities that interfere with intellectual, professional and personal growth, or with the university's financial interests. Consequently, people in positions of authority within the university community must be sensitive to the potential for conflict of interest as well as sexual harassment in amorous relationships with people over whom they have a professional power/status advantage. (See Section 206.03 of the Faculty Handbook, Section 6-1 in the Classified Employee Handbook, and the GSU General Catalog for the Sexual Harassment Policy of the university.)

The individual in authority bears the primary responsibility for any negative consequences resulting from an amorous relationship. It is in the interest of the university to provide clear direction and educational opportunities to the university community about potential professional risks associated with consensual amorous relationships between members of the university community where a power/status advantage exists.

1. Power Advantages

Academic Relationship Advantage. A faculty member or other instructor always will be treated as having a power advantage when that faculty member or instructor has authority to assign grades; serves on thesis, dissertation, or scholarship awards committees; provides research and/or training opportunities, etc.

Staff Advantage. A staff member will always be treated as having a power advantage when the staff member has the authority to evaluate, determine salary, and/or make employment decisions.

Other Power Advantage. Power advantages also can occur between junior and senior faculty, faculty and administrators, and faculty/administrators and staff.

2. Conflict of Interest

Relationships that are mutual and consensual may be viewed by others as exploitative and may adversely affect the work environment in that serious conflicts of interests may be perceived to exist. In particular, the parties to an amorous relationship should be aware that such relationships often create general conflicts of interest and the fear from co-workers or students of unfair treatment in terms of promotions, grades, etc.

Therefore, Georgia State University prohibits the parties who are or have been involved in any amorous relationship from evaluating each other.

There are situations sufficiently complex that judgments may differ as to whether there is or may be a conflict of interest, and individuals may inadvertently place themselves in situations where conflict exists. Accordingly, for the common good, should a situation arise in which parties who are or have been involved in any amorous relationship come into a position in which they would normally be called upon to evaluate one another, the individual in authority must promptly report this fact to his or her supervisor. The supervisor will then make arrangements to see that those who are or have been involved in any amorous relationship do not evaluate each other. In particular, if a faculty member has had or comes to have an amorous relationship with a student over whom the faculty member has authority as described above, the faculty member must promptly report this to the department/shcool chair who will make arrangements for an alternate evaluation mechanism. Should the individual in authority fail to promptly report an amorous relationship with a person the individual in authority evaluates, the individual in authority has violated University policy and is subject to disciplinary action in the Faculty Handbook, Classified Employee Handbook, or appropriate student catalogue, handbook, or college regulations (depending on whether the individual in authority is faculty, staff, or a student).

3. Malicious Use of This Policy

It is important to avoid conflict of interests resulting from amorous relationships; it is equally important to recognize that malicious accusations of inappropirate amorous relationships have the potential to severely damage a person's career and reputation.

Therefore, Georgia State University prohibits making knowingly false accusations that an unreported amorous relationship exists or existed between two parties now in a position to evaluate each other.

4. Due Process

Due process rights are matters of fundamental fairness; therefore, disciplinary action will be taken in accordance with the procedures set out in the Faculty Handbook, Classified Employee Handbook, or appropriate student catalogue, handbook, or college regulations.

(Approved by the University Senate on 14 March 2002)

301.09 Faculty Hiring Policy [Added 7 January 1998]

NOTE: Please check with the Affirmative Action Office before using this policy for the FIRST time.

PHASE I - Preparing for the Interview

Committee Membership:

The appointment of a search committee for a faculty position shall be the responsibility of the College and the department that is recruiting.

A department with 15 or more faculty shall have a search committee consisting of at least 5 members; a smaller department shall have a committee consisting of at least 3 members. Departments may, if they choose, have a representative from outside the d epartment, and\or outside the college, and\or from within the wider community. While departments are encouraged to establish committees with diverse membership, which includes, if possible, members of an under represented group\protected class, such as w omen and minorities, all committee members are responsible for promotion of diversity within department. The Department Chair or a designee shall serve as the committee's compliance resource member.

Obtaining Approval to Search:

PHASE II - Recruitment

Search Process:

Approving the Pool: PHASE III - Screening and Interviewing

Interview Procedures:

PHASE IV - Administrative Review

Unit Coordinator - Department Chair/Director - College Dean:

Affirmative Action - Provost/VP Academic Affairs:

(Source: Adopted by the Administrative Council, 7 January 1998)

301.10 Criminal Background Check Policy GEORGIA STATE UNIVERSITY

 

Approved by University Senate 12/6/07

 

 
 

 


GEORGIA STATE UNIVERSITY

 

BACKGROUND INVESTIGATION POLICY & PROCEDURE

 

Background Investigation Policy:

 

 It shall be a condition of all new regular employment with Georgia State University to submit to a background investigation.  A background investigation shall also be performed on any existing employee being transferred, reassigned, reclassified or promoted to a “position of trust” unless a background investigation conforming to this procedure has been performed on such employee on or after July 1, 2002.  (Positions determined by the hiring unit in conjunction with the Office of Legal Affairs to be of trust are those that routinely as a part of the job involve interaction with children, after-hours access to facilities, access to financial resources or that have been otherwise identified by the hiring unit in conjunction with the Office of Legal Affairs to require a more extensive background investigation.)

 

Offers of employment shall be conditional pending the result of the background investigation, which shall include, at a minimum, the following:

 

·        A state and federal criminal history check covering seven (7) years;

·        A nationwide sex offender registry search;

·        A social security number check;

·        For positions of trust with financial responsibility, a financial report; and

·        For all professional, faculty and academic positions, an academic credentials check.

 

Offers of employment for positions of trust may be conditional pending the result of a state and federal criminal history check covering more than the minimum of seven (7) years. 

 

 

.


 

BACKGROUND INVESTIGATION PROCEDURE

 

Definitions:

 

Background Investigation – An investigation comprised of a background check as described above.

 

Background Investigation Committee (BIC) –The administrative committee charged with determining questions of suitability of hire.  The BIC shall include the following members:

1.      The Director of the Employment Office or designee;

2.      The Chair/Head of the Hiring Unit (or designee);

3.      A representative from the Office of Legal Affairs;

4.      The Chair of the Senate’s Faculty Affairs Committee (or designee); 

5.      The Chair of Staff Council (or designee); and,

6.      The Chief of Public Safety (or designee), (ex officio, non-voting member).

 

(Note: The Chair of the Senate’s Faculty Affairs Committee (or designee) will attend if the candidate is applying for a faculty position. The Chair of Staff Council (or designee) will attend if the candidate is applying for a staff position.  In the event of a tie-vote in the Committee when only four voting members meet, the BIC shall meet again with all five voting members to resolve the tie)

 

Consent Form – A form authorizing the University to conduct a criminal background check.  All employment finalists and promotion candidates (if promotion is to a position of trust) at the University are required to sign a Consent Form to be considered for employment with or promotion within the University.

 

Hiring Unit – The department hiring a new employee (whether internally or externally), or promoting an existing employee.

 

Employment Office – The University’s employment office that handles all new hires. Within the employment office, the Assistant Director for Recruitment and Retention will be designated as the contact person on all matters relating to criminal background investigations, including custodial responsibility for receiving, storing, or disposing of criminal background investigation reports.

 

Regular Employee – As defined in section 102.1 of the Employee Handbook, “Personnel employed for a continuous period expected to exceed one semester or six calendar months are ‘regular’ employees”

 

Determining Employment Eligibility for Applicants with Criminal History

 

Only criminal convictions may be considered when determining a candidate’s eligibility for a specific position or employment as a whole.  Detention and/or arrest without conviction do not constitute valid grounds for adverse employment decisions and do not play a part in the decision-making process.  However, if an individual has a criminal case pending, his or her suitability for continued employment will be reviewed upon disposition of the case.

1.      Felony convictions and convictions involving crimes of moral turpitude automatically disqualify an individual for employment with Georgia State University in a position of trust. (For what constitutes crimes of moral turpitude in the State of Georgia, consult the University’s Office of Legal Affairs.)

2.   Failing to disclose a criminal conviction history where required in employment application materials will disqualify a candidate for employment with Georgia State University.

3.   When determining whether a candidate with disclosed criminal convictions is eligible for employment or promotion, the Background Investigation Committee will consider the specific responsibilities of the position for which the candidate is being considered, the nature, number and gravity of crimes for which the candidate was convicted and the amount of time that has passed since the conviction.  A determination of ineligibility for a specific position as the result of a criminal conviction does not necessarily mean that an individual is ineligible for all employment with the University and each such determination will be made on a case by case basis.

Process for Conducting Background Investigation

 

Notice should be included in all job postings that an offer of employment will be conditional on background verification.   Georgia State University shall set guidelines for assigning the cost of performing a background investigation.

 

The Hiring Unit is responsible for confirming the employment history and credentials (official transcript, copy of certification, etc., as appropriate) of an applicant before having the Employment Office initiate the Background Investigation and before extending a conditional offer of employment.  The final candidate will be referred to the Employment Office to obtain all required employment paperwork, including the Consent Forms. With respect to the promotion of existing employees, the candidate for promotion shall be referred to the Employment Office to obtain the Consent Form for initiation of the Background Investigation.

 

A conditional offer of employment/promotion may be made at this time.  Important:  All offers of employment must be made in writing and must include the following statement: “This offer of employment is contingent upon completion of a background investigation including a criminal background check demonstrating your eligibility for employment with Georgia State University, as determined by Georgia State University in its sole discretion, confirmation of the credentials and employment history reflected in your application materials and, if applicable, a satisfactory financial report.”

 

Upon receipt of a signed Consent Form of the Hiring Unit’s selected candidate, the Employment Office will initiate the Background Investigation into that candidate.  If the top candidate is not hired for the involved position (e.g. criminal convictions that render applicant ineligible for the specific position, candidate does not accept the job offer, etc.), the Hiring Unit may select another candidate for the position.  If the candidate next selected for the position has already signed the Consent Form, then the Employment Office will immediately initiate the investigation process.  If the next applicant identified as the Hiring Unit’s top candidate has not signed a Consent Form, then the Employment Office will initiate the Background Investigation as soon as they obtain a signed Consent Form.

 

How Criminal Background Check Information is Processed:

 

Georgia State University shall contract with appropriate entities to conduct the investigation.  Background Investigation reports are submitted directly to the Employment Office by the entity performing the investigation.

 

If adverse information is contained in the report, the Employment Office shall, after consulting the Hiring Unit but before convening the BIC, notify the candidate in writing and give the candidate the option to withdraw from further consideration for the position he or she has applied for.  If the candidate chooses not to withdraw but to continue with his or her application, then the BIC shall convene. The BIC is responsible for determining the employment eligibility of the selected candidate but only as it relates to his/her criminal background.  The Employment Office shall notify the Hiring Unit of this determination.  The BIC shall make its decision about the selected candidate’s eligibility as follows:

 

1.      The Background Investigation report shows no convictions and the candidate is not on the sex offender registry: the selected candidate is eligible for employment. (Requires no BIC action.)

 

2.      The Background Investigation report shows one or more felony convictions, inclusion on the sex offender registry, or conviction of one or more crimes of moral turpitude: the selected candidate is ineligible for employment with the University in a position of trust.

 

a.       Prior to making this final determination, the Employment Office must give a pre-adverse action disclosure to the candidate.  This pre-adverse action disclosure must include a copy of the candidate’s Background Investigation report, together with the name, address and telephone number of the company that conducted the Background Investigation, and information on how to dispute information in the report.  A copy of “A Summary of Your Rights Under the Fair Credit Reporting Act” must also be provided to the candidate.  This summary will be typically provided to the University with the Background Check Report by the company performing the Background Investigation.

 

b.      The candidate must be given an opportunity (a minimum of five working days) to provide an explanation in writing of the circumstances surrounding the results of the Background Investigation, including any mitigating factors, and have this explanation considered prior to the finalization of the hiring decision.

 

c.       If the candidate successfully shows that s/he has no felony convictions or convictions of crimes of moral turpitude or was improperly listed on the sex offender registry, then the candidate shall be eligible to continue in the process for employment.  The Employment Office will notify the Hiring Unit of this determination.

 

d.      If the candidate is unsuccessful in showing no felony convictions or convictions of crimes of moral turpitude, improper inclusion on the sex offender registry, or mitigating factors then the candidate is ineligible for employment in a position of trust.  An adverse action notice must then be sent to the candidate.  This notice must include:

 

                                 i.            the name, address and telephone number of the company that supplied the Background Investigation report;

                               ii.            a statement that the company that supplied the Background Investigation report did not make the decision to take the adverse action and cannot give specific reasons for it; and

                              iii.            a notice of the individual’s right to dispute the accuracy and completeness of any information the company furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the company upon request within sixty days.

 

3.      The Background Investigation report shows one or more criminal convictions or inclusion on the sex offender registry and the applicant is not applying for a position of trust. (Georgia State University can consider an applicant with a felony conviction or inclusion on the sex offender registry for employment provided that the applicant is not seeking a position of trust.  Georgia State University should consider a felony conviction or inclusion on the sex offender registry as it does all criminal convictions in making a decision whether to hire an applicant into a position that is not a position of trust.)  

 

a.       The criminal convictions or inclusion on the sex offender registry were all disclosed by the selected candidate in the application materials.  The BIC will determine whether the candidate is eligible for the involved position based on the job description and the nature of the crimes for which the candidate was convicted. 

 

                                 i.            If the BIC determines the candidate is eligible, then the Employment Office will so notify the Hiring Unit. 

 

                               ii.            If the BIC determines the candidate is not eligible, then prior to making this final determination, the Employment Office must give a pre-adverse action disclosure to the candidate.

 

1.      This pre-adverse action disclosure must include a copy of the candidate’s Background Investigation report, together with the name, address and telephone number of the company that conducted the Background Investigation, and information on how to dispute information in the report.  A copy of “A Summary of Your Rights Under the Fair Credit Reporting Act” must also be provided to the candidate.  This summary will be typically provided to the University with the Background Check Report by the company performing the Background Investigation.

 

2.      The candidate must be given an opportunity (a minimum of five working days) to provide an explanation in writing of the circumstances surrounding the results of the Background Investigation, including any mitigating factors, and have this explanation considered prior to the finalization of the hiring decision.

 

3.       If the candidate successfully shows that s/he does not have the criminal convictions that led the BIC to determine that the candidate was ineligible for employment or was improperly listed on the sex offender registry, then the candidate shall be eligible for employment.  The Employment Office will notify the Hiring Unit of this determination.

 

4.      If the candidate is unsuccessful in showing that s/he does not have the criminal convictions or improper inclusion on the sex offender registry or mitigating factors that led the BIC to determine that the candidate was ineligible for employment, then the candidate is ineligible for employment.  An adverse action notice must then be sent to the candidate.  This notice must include:

 

a.       the name, address and telephone number of the company that supplied the Background Investigation report;

b.      a statement that the company that supplied the Background Investigation report did not make the decision to take the adverse action and cannot give specific reasons for it; and

c.       a notice of the individual’s right to dispute the accuracy and completeness of any information the company furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the company upon request within sixty days.

 

b.      The criminal convictions or inclusion on the sex offender registry were not disclosed by the selected candidate in the application materials.  The Employment Office will notify the candidate in writing that the Background Investigation revealed criminal convictions or inclusion on the sex offender registry not disclosed in his/her application materials and that s/he will removed from consideration for the involved position due to misrepresentation and falsifying application materials unless s/he contacts the Employment Office and provides reasonable justification for not disclosing a conviction or registry inclusion within a minimum of five (5) working days.  This notification will be accompanied by a pre-adverse action disclosure.

 

i.    The pre-adverse disclosure must include a copy of the candidate’s Background Investigation report, together with the name, address and telephone number of the company that conducted the Background Investigation, and information on how to dispute the information in the report.  A copy of “A Summary of Your Rights Under the Fair Credit Reporting Act” must also be provided to the candidate.  This summary will be typically provided to the University with the Background Check Report by the company performing the Background Investigation.

 

                                 i.            The candidate must be given an opportunity (a minimum of five working days) to provide an explanation in writing of the circumstances surrounding the results of the Background Investigation and have this explanation considered prior to the finalization of the hiring decision.

 

                               ii.            If the candidate successfully shows that s/he has no criminal convictions or was improperly listed on the sex offender registry, then the candidate shall be eligible for employment.  The Employment Office will notify the Hiring Unit of this determination.

 

                              iii.            If the candidate provides a reasonable justification for not disclosing a conviction or sex-offender registry inclusion (e.g. court documentation indicating first offender or other similar status; legal documentation indicating the right to claim no criminal history on application in response to requests for same, prior pardon for the conviction, etc.), then the BIC may consider such justification when determining whether or not the candidate’s omission was fraudulent or a misrepresentation that would render the applicant ineligible for employment.  If the BIC determines that no falsification or misrepresentation has taken place, then the BIC will make a determination about whether the applicant is eligible for employment pursuant to Paragraph 2 or 3, above, depending on whether or not the candidate’s application is one for a position.  The Employment Office will notify the Hiring Unit of the BIC’s determination.

 

                             iv.            If the candidate is unsuccessful in showing no criminal convictions, improper listing on the sex offender registry, or reasonable justification for omitting criminal history information, then the candidate is ineligible for employment due to misrepresentation and falsification of application materials.  An adverse action notice must then be sent to the candidate.  This notice must include:

 

1.      the name, address and telephone number of the company that supplied the Background Investigation report;

2.      a statement that the company that supplied the Background Investigation report did not make the decision to take the adverse action and cannot give specific reasons for it; and,

3.      a notice of the individual’s right to dispute the accuracy and completeness of any information the company furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the company upon request within sixty days.

 

 

 

 

Maintenance of Background Investigation Reports

 

Background Investigation reports obtained on new or existing employees shall be delivered directly to the Employment Office by the entity performing the investigation.  The report will remain with the Employment Office until the determination on employment or promotion eligibility has been made and then stored segregated from the employee’s personnel file. The Employment Office shall place a certification in the employee’s personnel file stating the date the report was obtained, the name of the Assistant Director of Recruitment and Retention who reviewed the report and a statement that the report showed that the employee was or was not eligible for employment or promotion.  Reports on all non-successful applicants for employment and candidates for promotion must be destroyed in accordance with the USG Record Retention Guidelines. The background report itself is not provided to nor maintained by the Hiring Unit. Except as may be required by law, the Employment Office shall not release the criminal background reports to any person or entity, except to members of the BIC for purposes of determining employment eligibility.

 

Consent forms for Background Investigations shall be placed in the personnel file of the employee and maintained in accordance with USG Record Retention Guidelines. A new signed consent form will be required for each background check. A copy of his or her report shall be given to each applicant and/or employee as applicable.

 

 

Questions

The Employment Office or Legal Affairs Department is prepared to assist you with any questions on this procedure.

[Approved by the University Senate on December 6, 2007]