HUMAN RESOURCE SERVICES POLICIES
AND PROCEDURES
37. Employee Academic Credentials Policy and Requirements
37.1 General Statement
The
Office of Human Resource Services maintains official employment records for all
employees. These files must contain
official academic transcripts where applicable as specified below. The Office of Academic Affairs will
coordinate the credentialing process for faculty between Academic Deans,
Chairs, and the Office of Human Resource Services.
37.2 Administrative and Support Staff Credentials
Administrative
and support staff employees are required to provide official transcripts that
document their academic credentials for the highest degree earned and other
appropriate documents that provide evidence of other credentials required for
their position to the Office of Human Resource Services, on or before beginning
employment. If such documents have not
been received by the beginning date of employment, the employee must show proof
that such documents have been applied for, and the Office of Human Resource
Services will verify the credentials while awaiting receipt of official
documents. The University may, at its
discretion, also require employees to provide evidence of all credentials listed
on their resumes, asserted on their employment applications, or claimed during
the interview process. Acquisition of
credentials shall be the financial responsibility of the employee.
37.3 Faculty Credentials
SACS
(Southern Association of Colleges and Schools) requires all accredited institutions
to keep on file, for all full-time, part-time, and adjunct faculty members,
documentation of academic preparation, such as official transcripts and, if
appropriate for demonstrating competence, official documentation of
professional and work experience, technical and performance competency, records
of publications, certifications, and other qualifications. Departments and/or
colleges are responsible for ensuring that individuals recommended for hire
arrange to have official transcripts for all degrees conferred sent directly to
the Office of Academic Affairs upon acceptance of an offer of employment from
the department. Official transcripts must be on file in the Office of Academic
Affairs in order for an employment contract to be prepared and the hire
finalized. Acquisition of credentials shall be the financial responsibility of
the employee.
Official
transcripts must be on watermark paper or must contain an official stamp; they
cannot be “issued to student.” Copies should be maintained in the departmental
personnel files. This policy also applies to graduate teaching assistants who
are lead instructors.
37.4 International Credential Requirements
Transcripts
from international higher education institutions should be official and should
include English translation where necessary.
In all cases, requests should be made to the international institution
for official transcripts. If, however,
official transcripts are unavailable, the employee should obtain a letter of
denial and submit it along with notarized copy of the international
transcript(s) to Human Resource Services or the Office of Academic Affairs, as
appropriate. Exceptions to International
Credential Requirements are to be made in writing by the Office of Academic
Affairs.
This information is maintained by
Business & Fiscal Affairs
Last Updated 24-SEPT-2008
For more information, contact the Human Resource Services Office
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