GENERAL CRITERIA FOR EMPLOYMENT
In order to ensure that USG employees are cognizant of and adhering to their obligations with respect to the USG Ethics Policy, to ensure compliance with state and federal laws, and to ensure appropriate hiring standards are met, certain criteria for employment have been designated by the University System of Georgia. These conditions of employment include:
- Successful completion of a background investigation
- Completion of the State Security Questionnaire
- State of Georgia Loyalty Oath
- Successful completion of initial and ongoing training and certification as required by Board Policy on Ethics training certification
- Federal and state withholding tax forms
- Applicable retirement forms
Prior to starting to work at Georgia College, all new employees must complete the following before their paychecks can be processed:
- A signed offer letter
- In compliance with the Federal Immigration Reform and Control Act, all persons accepting employment must provide proof of identity and employment eligibility by providing specific documents requested. Failure to do so may result in termination of employment
- Pre-employment drug testing for applicable positions
- Direct Deposit information
- Any other documentation required by law
These definitions apply to these terms as they are used in this policy:
- Actively Employed: Employed by the University System of Georgia or an institution thereof and currently engaged in the performance of assigned duties. For the purposes of this policy, employees on Family and Medical Leave (not including intermittent FMLA leave), military leave, or other extended leave shall not be deemed active employees until such time as that employee has returned to work.
- Board of Regents: The governing body of the University System of Georgia
- Position of Trust: Positions of trust are those that involve interaction with children, master access to facilities, access to financial resources, including but not limited to Purchase Cards, delivery of patient care and have access to patient information or that have been otherwise identified by the hiring institution.
As a condition of employment, all persons employed for thirty (30) or more days must complete and sign a Security Questionnaire. This form will be prepared in original copy only, notarized, and filed appropriately in the Office of Human Resources and Employee Relations.
Employees of the University System of Georgia are required to take and sign a loyalty oath as required by the Laws of Georgia. This form will be prepared as required by the laws of the State of Georgia and retained in the permanent files in the Office of Human Resources and Employee Relations.
Federal and Georgia withholding tax forms must be completed. The Employee’s Withholding Allowance Certificate (Form W-4 or W-4A and G-4) are used to indicate the number of personal exemptions, authorized dependents, and allowances the employee wishes to claim for the computation of federal and state withholding taxes.
Where applicable, application for membership in the Teachers Retirement System must be made.
As a condition of employment, Form I-9, the federally required form which identifies an individual’s legal right to employment in the United States, must be completed within three (3) days of employment. Employees are required to maintain authorization to work in the U.S. for the duration of their employment, including re-certification to the employer as necessary.
The employment and payment of nonresident foreign nationals shall be in compliance with all applicable federal laws and shall comply with all relevant visa restrictions.
The employment of all persons under the age of eighteen (18) years shall be in compliance with the regulations of the U.S. Department of Labor. Employees under the age of sixteen (16) must provide a Work Permit to the employing institution.
As a Condition of Employment new hires must successfully complete a background investigation appropriate to their positions. In addition, background investigations will be conducted on existing employees being transferred, reassigned, reclassified, or promoted into “positions of trust”.
Prior to completing the selection process, the hiring department should contact the applicant’s former employer(s), including any previous USG employers, and other references as necessary to verify employment and/or obtain job related information which will assist in determining the qualifications and suitability of an applicant for a particular position. Before making reference inquiry with an outside applicant’s present employer, the permission of the applicant should be obtained so as not to jeopardize the applicant’s current employment status.
Each actively employed University System of Georgia (USG) employee, to include institutional employees, is expected to complete the USG Ethics Training and Certification within 90 days of their initial day of employment as a condition of employment. This training will typically be coordinated through the Office of Human Resources and Employee Relations. Additionally, the USG may require periodic “refresher” ethics training and related certification courses.
Updated March 3, 2011