The policy has been reformatted to meet new UNCW guidelines. A content review is pending. Contact Human Resources with any questions.

Establishes procedures to be followed in verifying the credentials for employment applicants and existing UNCW employees.

Scope

Applies to:

Applicants filing an Application for Employment with the university for SPA positions regardless of whether the positions applied for require specific education, registration, or licensing.

Existing SPA employees, regardless of date hired.

General

Employment in state government is viewed as a position of trust and carries with it a responsibility to the citizenry, who bear the cost. State employees must be of high integrity and be; in fact, all that they represent themselves to be. Many positions in state government have specific professional or educational requirements that all job applicants must meet to receive employment or appointment consideration.

Pre-employment screening and verification of credentials of applicants is a normal employment function and is vital to the university's credibility. The state's personnel policy places this responsibility on the university.

Human Resources is responsible for investigating the accuracy of statements contained in the individual's application that relate to the applicant's suitability or eligibility for the job to be performed and is accountable for gathering all such documentation.

Application for Employment

Applicants must certify the accuracy of data recorded by signing the application. Further, applicants authorize the verification of credentials and acknowledge their understanding that false information may be grounds for rejection of their application or dismissal if employed. Unsigned applications will not be processed.

Credentials to be Verified and Method of Verification

1. The highest educational degree claimed and professional credentials related to the position will be verified.
   
2. To assure the integrity of the data provided, verification of education and professional credentials must be obtained directly from the issuing source (generally in written form). Diplomas and other documents will not be accepted from the applicant in lieu of direct confirmation. In positions where registration or specific licenses are required, this information will be verified for authenticity.

Rejection of Applicants

1. Falsification of data by an applicant in application materials will result in the automatic rejection of the applicant for the position for which applied.
   
2. Such rejection will not bar an individual from applying for other positions which may subsequently become available, provided a new application with accurate data is filed.

Discipline of Employees

1. Falsification of data which is later discovered on the application from which the hiring decision was made will result on one of the following formal disciplinary actions. (See Policy 08.510):
   
   a. Formal written reprimand
   b. Reduction in salary
   c. Demotion
   d. Dismissal
   
   
2. University management shall assess the severity of the case to determine the type of action to follow. This decision may not be based on an employee's status in a protected class as itemized in the EEO statement. Some issues considered in determining the level of discipline include:
   
   a. Sensitivity of the employee's position to the university's mission.
   b. Effect of the false information on the hiring decision or the advantage gained by the employee over other applicants.
   c. Effect of the false information on the starting salary.
   d. Advantage gained by the employee in subsequent promotion and salary increases.
   e. Effect of the false information on the management or operations of the hiring department.
   
   
3. An employee who is dismissed under the above criteria must be given a pre-dismissal hearing as established under the university's disciplinary procedure (See Policy 08.510). If the employee has sufficient service for entitlement to an appeal, the employee shall be advised in writing of these rights, along with the specific reasons for dismissal.

Verification of Credentials

University management may choose one of the following three options for verification of credentials, when making a hiring commitment.

1. Option 1
   
   When a vacant position is to be filled which requires specific education, registration, or licensing requirements, university management may decide to proceed with a hiring commitment prior to verifying the necessary credentials. However, such information must be authenticated before the end of the probationary period. While this option will prevent slowing of the hiring process, employees may not be granted permanent status until credentials have been verified.
   
   
2. Option 2
   
   Hiring authorities may wish to have the credentials of individuals selected for an interview verified prior to making a final decision. This option may be viewed as part of the screening process used to select the most qualified candidate.
   
   
3. Option 3
   
   Hiring authorities may wish to delay filling a position until verification of the top candidate's credentials has been received by Human Resources.
   

Falsification of Credentials

If Human Resources ascertains that credentials have been falsified, the hiring authority will be notified and appropriate action as outlined in this policy and the University's Disciplinary Policy ( 08.510) should be initiated.