Policy Manual

Employment

Applications for Employment

An application must be submitted for a posted vacancy via Georgia College's applicant tracking system unless the University chooses to use the services of a recruiting agency http://www.gcsujobs.com

Related Link:

BOR Policy on Employment Applications

Disqualification of Employment

A candidate will be disqualified for employment for any of the following reasons:

  • Conviction of a criminal drug offense shall disqualify a candidate for not less than two (2) years. Any candidate who has been convicted of a second or subsequent criminal drug offense shall be ineligible for employment or re-employment for a period of five (5) years from the most recent date of conviction.
  • Any false statement of material fact in the application.
  • The candidate is or has been a member of an organization advocating the violent overthrow of the government of the United States.
  • The candidate applying for a position of trust has been convicted of a felony or crime involving moral turpitude, unless the applicant has been pardoned.

Internal Posting Program

Georgia College is dedicated to providing career opportunities for full-time and part-time, benefit-eligible, incumbent employees. One way the Office of Human Resources provides assistance with career advancement is by incorporating procedures into the hiring process that allow eligible incumbent GC employees an opportunity to be considered for staff job vacancies before the position is opened for recruiting to the general public. The goal of the Internal Posting Program (IPP) is to enhance workplace satisfaction for existing employees while also allowing managers an opportunity to identify internal candidates who are interested in, and may be qualified to fill, current job vacancies.

Related link:

Internal Posting Program Form

Relocation Expenses

GC Relocation Expense Policy

USG Human Resources Administrative Practice Manual: Policy on Relocation Expenses

USG Business Procedures Manual 5.3.7

Georgia College is permitted to pay relocation expenses of a specific amount that is set out in the original written offer letter of employment. “Original written offer” is emphasized because any post-offer negotiated amounts will be considered a violation of the gratuities clause of the Constitution of the State of Georgia.

 

Policy Implementation/Procedural Guidelines:

Relocation expense assistance may be paid in a lump sum for new employees if funds are available in the department or school/college/unit budget. The maximum amount permitted for payment to a qualified new employee is $20,000. All relocation payment requests must be approved by the appropriate Vice President or Dean.

The institution may make a lump sum payment for relocation expense assistance for the following positions:
President*, Vice President, Associate/Assistant Vice President, Dean, Assistant/Associate Dean, Faculty, Director, Chief and other approved positions.

*President level employee negotiations are coordinated outside of Georgia College and not subject to the $20,000 cap.

Tax Implications:

GC follows the non-accountable plan which means expenses will be paid as a taxable lump sum. Individuals receiving a relocation expense payment should be aware of all personal income tax implications and should consult a professional with tax questions. Per IRS** guidelines, an individual must meet the following three criteria to be qualified for a lump sum payment from Georgia College for relocation expenses:

  1. The move must be closely related, both in time and in place, to the start of work at a person’s new job location.
  2. The new workplace must be at least 50 miles farther from the employees’ former home than the old workplace.
  3. The employee must work full time in the area of the new workplace for at least 39 weeks during the 12 months immediately after the move.

If the employee’s spouse is otherwise eligible for moving and relocation expenses from Georgia College, payment of a lump sum will be paid to one employee to move the primary household to the new location.

**IRS Publication 521 outlines permitted and prohibited relocation expenses. Please consult this publication to ensure proper use of relocation expense assistance.

 

Payment/Reimbursement Rules and Guidelines for the employee:

In general, relocation and moving expenses will be paid as a taxable lump sum; however, upon the employee’s request, the University may make payment directly to a third party commercial mover. If payment will be made directly to a third party commercial moving company, the Hiring Official will work with the Purchasing Department on behalf of the new employee to ensure that all state purchasing regulations are followed. If Georgia College is paying a moving company on behalf of the employee, the new employee is required to obtain three separate quotes from commercial moving companies. The quotes must be submitted to the University as evidence that the company selected is providing the best services within a competitive cost range.

The employee will be paid the lump sum, outlined in the original offer letter, within 30 days of the start date of work at Georgia College. If a third party commercial mover is paid by the University, the employee will be paid the remaining balance within 30 days of the vendor being paid. Any payment made to and on behalf of an employee for relocation expenses shall be added to the employees W-2.

In accordance with IRS Publication 521 and the signed Relocation Agreement, any new employee who terminates before working 39 weeks in a 12 month period will be responsible for reimbursing all relocation expenses to the Institution within 30 days. This includes all expenses paid to or on behalf of the employee. The Hiring Official is responsible for notifying Human Resources if an employee is a no-show or terminates prior to working 39 weeks in a 12 month period.  

Access the forms page: Relocation Assistance Agreement

 

 

Relocation Expense Policy

Internal Process

 

  1. Prior to verbal offer:
    1. Staff hires - Hiring Official works with Employment Services to complete hiring process; Hiring official should consult with Employment Services on relocation expense eligibility, prior to a verbal offer.
    2. Faculty – Hiring Official works with Deans Office in collaboration with Academic Affairs to complete hiring process; Hiring official should consult with Deans Office in collaboration with Academic Affairs on relocation expense eligibility, prior to a verbal offer.

       

  2. Relocation Agreement is initiated by Hiring Official and sent to the Employee in conjunction with the Offer Letter and any other onboarding documents.

     

  3. Employee selects reimbursement option, signs the agreement, and returns it to the Hiring Official with hiring documents.

     

  4. Hiring Official completes the fund source (department #), signs, and submits to the next level of approval. Leave payroll distribution blank.  If a third party commercial mover is used, the Hiring Official follows all State Purchasing guidelines as outlined in the Relocation Expense Policy.
  5. Relocation Agreement is routed to the division VP for signature and returned to the Hiring Official.

     

  6. Fully executed agreement is routed to Employment Services (staff) or Academic Affairs (faculty) by hiring official with all other hiring documents.

     

  7. Employment Services (staff) or Academic Affairs (faculty) forwards agreement to the Budget Office for payroll distribution.

     

  8. Budget Office forwards agreement to Payroll.
    1. If a 3rd party vendor is used, the Hiring Official works with Materials Management and the employee to ensure compliance with State purchasing guidelines. Once 3rd party is confirmed, Hiring Official enters requisition for 3rd party payment.
    2. Hiring Official notifies Budget Office and Payroll if there is a remaining balance to be paid to the employee.

 

  1. Payroll verifies employee start date.
  2. Payroll issues a lump sum payment within 30 days of the start of work, or issues payment after notification from the Hiring Official that there is a remaining balance once a 3rd party vendor has been issued payment.

- Any payment made to and on behalf of an employee for relocation expense shall be added to the employees W-2.

 

 

General Criteria For Employment

Policy Statement

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 and certification
  • Federal and state withholding tax forms
  • Applicable retirement forms
Prior to beginning work at Georgia College, employees must complete the following:
  • 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

Definitions

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.

Overview

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.

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. If by the third day of employment the employee has not provided the required documentation for Human Resources to verify employment eligibility, the employee will not be allowed to continue working until the documents have been provided. 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. Additionally, the USG may require periodic “refresher” ethics training and related certification courses.

Background Investigations

Policy Statement

It shall be a condition of employment with Georgia College that applicants submit to a background investigation. Offers of employment shall be conditional pending the result of the background investigation, which shall at a minimum include, the following:

  • A state and federal criminal history check covering a minimum of seven (7) years;

  • A nationwide sex offender search;

  • A social security number trace; 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. Positions of trust are those that involve interaction with children, after-hours access to facilities, access to financial resources or that have been otherwise identified by the hiring official to require a more extensive 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. Any existing employee that is transferred, reassigned, reclassified or promoted into a position requiring a Purchase Card, when they have not been assigned a Purchase Card previously, must submit to a credit check. Existing cardholders are subject to a background check in, but not limited to the, following situations:

  • Renewal of card

  • Bi-Annual Compliance

  • Employment Investigations

Policy Scope

The following categories are covered under this policy:

  • Employees

  • Full-time or Part-time
  • Regular or Temporary
  • Faculty or Staff
  • Students in Position of Trust
  • Volunteers - non-employees that perform services for Georgia College for civic, charitable, educational, or humanitarian reasons without promise, expectation, or receipt of compensation for services rendered.

  • Independent Contractors - non–employees that normally provide services to the public in a trade, business, or professional capacity that is performing these duties on behalf of Georgia College.

Exceptions to this policy for can be submitted for review by and approved by both the Chief Human Resources Officer and General Counsel. These exceptions are for logistical and time bound circumstances that apply to volunteers and independent contractors who, by the nature of their professional reputation, distinguished artistic expertise, or learned discipline are engaged by the University to deliver unique learning opportunities of short-term nature for Georgia College Students, Faculty, Staff and the local community.

 

Process for Conducting Background Investigation

Georgia College typically uses a third-party agency to conduct background investigations regarding criminal records during the pre-engagement state. However, as part of Title VII of the Civil Rights Act of 1964, this information cannot be used as a basis for denying employment, unless it is determined to be due to job-related issues or business necessity. Georgia College will ensure that all background checks are conducted in compliance with all federal and state statutes, such as the Fair Credit Reporting Act.

The Office of Human Resources is responsible for initiating and processing background investigations. In some cases, other departments may be designated and approved by Human Resources to initiate background checks. As such, the Department is responsible for assuring that all information attained from the background check will be used only as part of the work engagement process and will be kept strictly confidential. The burden of proof to present mitigating factors and/or to prove the accuracy or inaccuracy of any particular record obtained through a background investigation rests entirely with the applicant.

Notice should be included in all job postings that candidates selected for hire may be required to submit to a background investigation.

The Hiring Department is responsible for confirming the employment history and credentials of an applicant before having the Office of Human Resources initiate the Background Investigation and before extending an offer of employment. The Office of Human Resources shall give the Hiring Department all required employment paperwork, including the Consent Forms, to be given to the final candidate. With respect to the promotion of existing employees, the institution shall implement a procedure for obtaining the Consent Form from the employee prior to initiating 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 College as determined by Georgia College in its sole discretion, confirmation of the credentials and employment history reflected in your application materials.”

Upon receipt of a signed Consent Form, the Office of Human Resources or the designated Department will initiate the Background Investigation. Georgia College will use a third-party agency to conduct background investigations.  

The Office of Human Resources receives the results from the third party and will communicate those results to the Hiring Manager.

Only under specific and controlled conditions will appropriate personnel from the Office of Human Resources, Public Safety Department and/or the Office of Legal Affairs personnel at Georgia College have access to adverse information or results. Under limited circumstances, the President and/or relevant Vice-President or Provost may request access to background information. Such a request should be made in writing and reviewed by the Office of Legal Affairs.

 

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. Conviction of a criminal drug offense shall disqualify an individual for employment with Georgia College as follows:
    1. The first conviction shall disqualify a person for not less than two (2) years.
    2. Any person who has been convicted of a second or subsequent criminal drug offense shall be ineligible for employment or re-employment for a period of five (5) years from the most recent date of conviction.
  2. Felony convictions and convictions involving crimes of moral turpitude automatically disqualify and individual from employment with Georgia College in a position of trust.
  3. Failing to disclose a criminal conviction history where required in employment application materials will disqualify a candidate for employment with Georgia College.
  4. 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 institution, and each such determination will be made on a case by case basis.

Guidelines for Determining Eligibility for Employment or Continued Employment or Eligibility for a Purchase Card When Verifying Credit History

  1. Student loans currently in default and bankruptcies should be considered bad credit; however, a bankruptcy followed by good credit established after filing, indicates an attempt to rectify past credit problems and may be considered acceptable if the bankruptcy occurred over three years ago.

  2. Credit reports indicating installments in excess of 40% of gross monthly income are not acceptable.

  3. One or more unpaid collections and judgments are considered to be bad credit. Collections and judgments appear under “Public Records.” Collections and judgments can be paid, marked paid or satisfied but will not be removed from the credit report for 7 years. If collections and judgments have been paid and all other credit is satisfactory, the institution may approve, at their discretion.

  4. Mitigating factors regarding an applicant’s credit report, such as hardships and disputes with creditors, will be considered by the institution upon submission of objective written evidence, as long as the evidence presented, in the sole opinion of the institution, represents reliable evidence beyond the applicant’s control.

  5. It is not the responsibility of the institution to discover, research or verify that there are possible mitigating factors. The burden of proof to present mitigating factors rests entirely with the applicant.

  6. A determination of ineligibility for a specific position as the result of his or her credit report results does not necessarily mean that an individual is ineligible for all employment with the institution and each such determination will be made on a case by case basis.

  7. If the institution determines the employee is not eligible for employment, continued employment or to receive a purchase card, 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

How Criminal Background Check Information is Processed

Background Investigation reports are submitted directly to the Office of Human Resources by the entity performing the investigation. The Office of Human Resources is responsible for determining the eligibility of the selected candidate for employment with the institution and should notify the Hiring Department of this determination. The Office of Human Resources makes its decision about the selected candidate’s eligibility as follows:


  1. The Background Investigation report shows no convictions: the selected candidate is eligible for employment.
  2. The Background Investigation report shows one or more felony convictions or conviction of one or more crimes of moral turpitude: the selected candidate is ineligible for employment with the institution in a position of trust.
    1. Prior to making this final determination, the Office of Human Resources, in consultation with Public Safety and Legal Affairs (Pre-Adverse Committee), 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 by the company performing the Background Investigation.
    2. The candidate must be given an opportunity (a minimum of three 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 has no felony convictions or convictions of crimes of moral turpitude, then the candidate shall be eligible for employment. The Office of Human Resources will notify the Hiring Department of this determination.
    4. If the candidate is unsuccessful in showing no felony convictions or convicitons of crimes of moral turpitude, then the candidate is ineligible for employment ina position of trust. 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. 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 and the applicant is not applying for a position of trust:
    1. The criminal convictions were all disclosed by the selected candidate in the application materials. The Office of Human Resources in consultation with Public Safety and Legal Affairs (Pre-Adverse Committee) 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.
      1. If it is determined that the candidate is eligible, the Hiring Department will be notified.
      2. If it is determined that candidate is not eligible, prior to making this final determination, a pre-adverse action disclosure is provided 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 by the company performing the Background Investigation.
      3. The candidate must be given an opportunity (a minimum of three 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.
      4. If the candidate successfully shows that s/he does not have the criminal convictions that led to the determination that the candidate was ineligible for employment, then the candidate shall be eligible for employment. The Office of Human Resources will notify the Hiring Department of this determination.
      5. If the candidate is unsuccessful in showing that s/he does not have the criminal convictions that led to the determination 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:
        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. 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.
    2. The criminal convictions were not disclosed by the selected candidate in the application materials. The Office of Human Resources will notify the candidate in writing that the Background Investigation revealed criminal convictions 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 Office of Human Resources and corrects any inaccuracies contained in the report within a minimum of three (3) days. This notification will be accompanied by a pre-adverse action disclosure. 
      1. 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 by the company performing the Background Investigation.
      2. The candidate must be given an opportunity (a minimum of three 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 has no criminal convictions, then the candidate shall be eligible for employment. The Hiring Office will notify the Hiring Department of this determination.
      4. If the candidate is unsuccessful in showing no criminal convictions, then the candidate is ineligible for employment due to misrepresentation and falsifying 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. 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.
  4. It is not the responsibility of the institution to discover research or verify that there are possible mitigating factors. The burden of proof to present mitigating factors rests entirely with the applicant.

A copy of his or her report shall be given to each applicant and/or employee as applicable.

This policy is based on the Board of Regents of the University System of Georgia (“BOR”) policy located at: http://www.usg.edu/hr/manual/background_investigation. To the extent there is any conflict from the actual written BOR policy, the BOR policy will prevail. The College reserves the right to amend this policy and any related policies and/or procedures from time to time in its sole discretion.

Credit Checks for Purchasing Cards

Effective July 1, 2008, criminal background investigations and credit checks are required for all new cardholders. If an employee has a criminal background and credit check completed by the Office of Human Resources at time of hire, then further investigation may not be required at the time the card is issued.

Existing Cardholders as of July 1, 2008

Criminal background investigations will be conducted prior to each cardholder's renewal date (currently every two years). To simplify this process, Georgia College conducts a criminal background investigation on all existing cardholders investigation every two years.

Related links:


Motor Vehicle Use Policy and Procedures

Policy Statement

Georgia College & State University’s Motor Vehicle Policy ensures all employees who drive a University/State of Georgia vehicle or drive their personal vehicle on University business, regardless of frequency, shall have appropriate documentation of a license to drive and operate the vehicle. The policy shall require appropriate screening and annual training based on the nature of the driving requirements associated with the employee’s position.

Any University employee who receives a payroll check from the University is affected by this policy including all student and part-time casual labor employees. This policy also applies to any volunteer that is responsible for driving as a part of their volunteer role for the University.

Policy Purpose

Georgia College employees may have work assignments that involve driving a vehicle to accomplish University business. In an effort to promote a safe work environment and reduce the number of motor vehicle accidents that occur on-the-job, the University System of Georgia established a Motor Vehicle Use Policy which sets driving qualification standards for USG drivers and requires training and other appropriate action for employees who fall outside those standards.

Definitions

These definitions apply to these terms as they are used in this policy:

State of Georgia Vehicle: A vehicle purchased through state funds or rented or leased using state funds. For the purposes of this policy, a State of Georgia vehicle also includes university-owned, controlled or donated vehicles.

GC Employee: Includes all faculty, staff and students that receive a paycheck from Georgia College.

Volunteer: A person with a defined responsibility that provides volunteer services to the institution.

Motor Vehicle Record: A report from the agency that issues driver’s licenses, listing accidents and violations that appear on the driver’s driving record.

Drivers License: A license authorizing the bearer to drive a motor vehicle.

Rental Vehicle: A vehicle in which the use of the vehicle involves an agreement where a payment is made for the temporary use of the vehicle, which is owned by another person or company. The owner of the vehicle may be referred to as the lessor and the party paying to use the property as the lessee or renter.

DOAS: The Department of Administrative Services is a state agency that offers centralized state purchasing and associated training, management of the State’s fleet, risk management services, mail and courier service, and the redistribution and disposal of State personal property.

Driver: The operator of a motor vehicle.

Overview

It is expected that all employees of Georgia College who wish to use university/state owned of Georgia Vehicles, university-owned or controlled vehicles or rental vehicles for USG/GC business or drive on University business using their own vehicles regardless of frequency of driving, should be appropriately licensed and meet acceptable driving standards as defined within the policy. The level of driver screening will be based upon the driving requirements. GC student employees and employees driving golf carts on campus are also subject to this policy and training. Driving to and from work is not considered part of the job and would not considered University driving for purposes of this policy.

Process/Procedures

Screening

All GC employees who drive on University business regardless of frequency of driving shall be subject to annual training regardless of frequency and location of driving.

Employees who are approved for special purpose driving shall be subject to annual training and be required to complete the Driver Acknowledgment Form on an annual basis. Special purpose driving is defined as travel covered by a University Travel Request Authorization form; which may include travel for professional development, meeting attendance, workshops, conferences, etc.

Employees who routinely drive GC university-owned vehicles will be subject to annual training, annual completion of the Driver Acknowledgement Form and an annual MVR History check prior to operating GC vehicles on USG/University business.

Driver Qualifications

The Driver Acknowledgement Form, if applicable, will be reviewed by a University designated officer. Each covered employee must initial next to each safety standard on the form to be deemed eligible to drive.

GC employees must have a valid license in their possession while operating a vehicle on University and/or USG business.

Driver Disqualifications

An employee who has had one of the following occurrences during the 24-month period preceding their use or request for use of a University/state owned Georgia vehicle or a vehicle rented or used for USG/GC business will be considered a “Disqualified Driver”:

  1. Accumulating more than 10 points on his or her driving record,
  2. Receiving a citation (ticket or warning) while driving on GC or USG business,
  3. Having an “at fault” motor vehicle accident within the six (6) months preceding an assignment to drive on GC and/or USG business, or
  4. Having been convicted of one of the following offenses preceding an assignment to drive on University and/or USG business:
    1. Driving Under the Influence (DUI)
    2. Driving While Intoxicated
    3. Leaving the scene of an accident
    4. Refusal to take a chemical test for intoxication

Employees subject to completion of the Driver Acknowledgement Form shall be required to disclose to the Chief Human Resources Officer if any of the above apply. A Disqualified Driver may not drive on University and/or USG business until: (a) his or her Motor Vehicle Record has been reviewed by the university's designated officer and (b) the Disqualified Driver has satisfied the corrective, preventative and/or educational measures specified by GC.

  1. The measures specified may include, but are not limited to, the following: viewing a driver safety video; successfully completing an approved defensive driving course; and/or waiting a specified period of time before being permitted to again drive on USG/GC business.
  2. Based on the nature of the events leading to Disqualified Driver status, it may be determined that the Disqualified Driver may never again be permitted to drive a vehicle on USG/University business. Prior to making such a determination, the Chief Human Resources Officer must consult the Disqualified Driver’s departmental manager to discuss the factors supporting such a determination and the effects such a determination may have on the job status of the Disqualified Driver.
  3. Among the factors that should be considered in determining whether Disqualified Driver status can be removed and the conditions for doing so may include:
    1. the driving conditions under which the relevant events occurred;
    2. the extent to which the Disqualified Driver exceeded the maximum speed, level of intoxication, or other limitation imposed pursuant to applicable law;
    3. the apparent degree of recklessness or disregard for safety on the part of the Disqualified Driver;
    4. whether anyone was injured as a result of the Disqualified Driver’s actions; and;
    5. The amount of time that has passed since the events in question.

An employee with a driver’s license that is expired, suspended, or revoked is not permitted to drive on University business until the license is reinstated. Employees who drive on state business are to disclose any license expiration, suspension, or revocation.

Employees charged with the following offenses are not permitted to drive on USG/GC business until disposition of the charges:

  1. Driving Under the Influence
  2. Driving While Intoxicated
  3. Leaving the scene of an accident
  4. Refusal to take a chemical test for intoxication
  5. Aggressive Driving (only if a conviction would result in more than 10 points accumulated on driving record)
  6. Exceeding speed limit by more than 19 mph (only if a conviction would result in more than 10 points accumulated on driving record)

Employees who drive on University business are to disclose receipt of the above charges by submitting a Driver Notification Form no later than the workday following the charges.

Employees who meet all Driver Qualifications following disposition of the charges are permitted to resume driving on University business.

If an employee does not meet all Driver Qualifications following disposition of the charges, the employee will not be permitted to drive on USG/GC business until the circumstances leading to such citations has been reviewed by the Chief Human Resources Officer or a designee and the Disqualified Driver has satisfied the corrective, preventative and/or educational measures specified by GC. The determination of the measures to be required will be made by the GC’s Risk Management Office, the Director of Legal Affairs and the Chief Human Resources Officer in consultation with the employee’s departmental manager, based on the specific citation and circumstances. Information for these items can be retained through DOAS.

Forms

Driver Acknowledgement Form

Accident and Traffic Violation Form - Driver Notification Form

Supervisor’s Accident Follow-up Checklist Form

State of Georgia Driver Authorization Card

Travel Request & Authorization Form

GC - FAQ’s MVR

Who must receive this training?

All employees who drive their own car, a rental car or a state vehicle while on University business must have this annual training. Note: If you routinely drive a state vehicle, or use a van to attend an event you must also have an MVR Motor Vehicle History Check.

Does this policy apply to GC volunteers?

Volunteers are required to follow the policy and procedures if they will be responsible for driving a state of Georgia or for driving their personal vehicle in the course of providing volunteer services to Georgia College.

Does this policy apply to GC students that are NOT employees?

No. This policy does, however, apply to students that are also employed by Georgia College.

What does "routine" mean?

You are considered a routine driver when you drive a state owned vehicle on a regular basis. If an employee answers "yes" to any of the following questions, then the employee is considered a "routine" driver and is subject to annual training and an MVR check.

  1. Do you drive a state vehicle several days a week; one or two or more times a week?
  2. Do you drive a state vehicle almost every week?
  3. Is this activity reflected in your position description?

What does "special purpose" driving mean?

Special purpose driving is defined as travel covered by an institutional Travel Request & Authorization; which may include travel for professional development, meeting attendance, workshops, conferences, etc.

What does "institutional or University business" mean?

Institutional or University business ranges from jumping into your car and driving to West Campus to pick up a document to driving your personal vehicle to a conference out-of-state. Anytime you are performing an activity related to your position at the University you are performing University business.

Does routine or special purpose driving include driving to and from my primary work location?

No  Driving to and from work is not considered University business and is therefore excluded. However, driving to another GC campus that is not your primary work site is considered University business.

Which University employees are affected by this policy?

Any University employee who receives a payroll check from the University is affected by this policy including all student and part-time casual labor employees. Additionally, Volunteers are required to follow the policy and procedures if they will be responsible for driving a state of Georgia or for driving their personal vehicle in the course of providing volunteer services to Georgia College.

 

When will I need to verify that I have received this training?

You will need to verify completion annually when you fill out the Travel Request & Authorization Form.

Does GC use the ARI program to report accidents?

Yes. GC uses the ARI Program mentioned in the Auto Liability Program Video. The ARI Program is a company which maintains the data management information for all state vehicles. They have information related to auto repair shops and towing services which are recognized within ARI Program. They can be contacted at 1.800.227.2273

Where do I get one of those yellow cards they mention that you should have in your personal vehicle?

Use this link: http://doas.ga.gov/StateLocal/Risk/DOCS_Risk/YellowCard.pdf or call the GC Risk Management Office at 478-445-5851.

If I receive a traffic citation or a warning citation, how do I report it to my supervisor?

You will need to complete the MOTOR VEHICLE USE PROGRAM DRIVER NOTIFICATION form and give it to your supervisor. The Program Driver Notification form can be found on the GC policy page and/or under the USG’s Human Resources Practice Manual MVR policy.

As a supervisor, how do I report an accident of one of my employees?

You complete the Supervisor's Accident Follow-up Checklist and send it to the Risk Management office on our campus. The Supervisor's Checklist can be found on the GC policy page and/or under the USG’s Human Resources Practice Manual MVR policy.

Where do I go to find out more information about the Motor Vehicle Use Policy?

You can find more info regarding the MVR policy on the GC policy page and/or under the USG’s Human Resources Practice Manual MVR policy. Also information can be found at the Department of Administrative Services (DOAS) webpage: http://www.doas.georgia.gov/StateLocal/Risk/Pages/RiskInsurance.aspx.

What reporting steps do I complete if I do have an accident?

  1. Stop immediately and take required precautions to prevent further accidents at the scene and render all reasonable assistance to persons injured at the scene.
  2. Ask someone at the scene to call police. If on campus call campus police at 478-445-4400. NOTE: All accidents involving a state vehicle require a police report.
  3. Contact your immediate supervisor and report the accident.
  4. All accidents should be reported to the Toll Free number (1-877-656-7475 listed on the Georgia Liability Insurance Card. (The Georgia Liability Insurance Card should be in the vehicle at all times).
  5. Follow the instructions on the back of the Georgia Liability Insurance Card http://www.doas.georgia.gov/StateLocal/Risk/DOCS_Risk/YellowCard.pdf
  6. If the state vehicle is not drivable from the scene of the accident, you should have the vehicle towed to the GC Automotive Maintenance Shop. Those departments who have signed up for ARI coverage can contact ARI at 1.800.227.2273 to arrange to have vehicles picked up and taken to an ARI certified repair shop.
  7. The following reports must be completed and received in the GC Risk Management Office within 24 hours so the report can be processed within the 48 hours requirement.
    1. Employees must complete a GC Accident Report Form immediately following the accident and forward it to the immediate supervisor.
    2. Immediate supervisors must complete the BOR/DOAS Supervisors Accident Follow-up Checklist
    3. Both reports must be forwarded to GC’s Risk Management Office. All questions concerning the reporting of motor vehicle accidents should be referred to the GC’s Risk Management Office.

Who do I contact at GC for more information about the policy, training and other travel related questions?

  • The Office of Human Resources– Training, Compliance and Policy Interpretations 478-445-5596
  • Risk Management Office – Accident Reporting, DOAS coordination 478-445-5851
  • Accounting Services- Travel Request & Authorization Form and Travel Reimbursement 478-445-6801

Related Links:

  • BOR Policy  
  • BOR Business Procedures   
  • BOR HR Administrative Practices
  • Financial Services
  • Georgia State Accounting Office 

Employment of Foreign Nationals

Occasionally it is necessary and desirable to employ foreign nationals, non-immigrants and immigrants into faculty, non-classified and classified (staff) positions. The employment of foreign nationals will be accomplished in compliance with all Board of Regents' hiring policies, and the appropriate U. S. government laws and regulations.

Georgia College shall only employ those individuals who are authorized to work in the United States in accordance with federal and state law.

Related link:

http://www.gcsu.edu/legal/international.htm

Employment of Minors

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 eighteen (18) must also provide a Work Permit. Special attention should be given to the prohibition of the employment of persons under the age of eighteen (18) in hazardous occupations. Contact the Office of Human Resources and Employee Relations for procedures relating to this policy.

Related link:

Georgia Department of Labor - Get Information about Child Labor

Employment of Relatives

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

No individual shall be employed in a department or unit which will result in the existence of a subordinate-superior relationship between such individual and any relative of such individual through any line of authority. This standard does not apply to the temporary or part-time employment of children under age twenty-five (25), nor to any individual employed as of February 14, 1990, at any institution where a relative of such individual then holds a superior position at least one level of supervision removed from such individual in any line of authority. Exceptions may be approved by the Board of Regents upon recommendation of the Chancellor as being clearly in the best interest of Georgia College and the University System.

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.

Federal Grant Standards

Georgia College shall conform to and comply with federal regulations and standards applicable to grants as required by law.

New Employee Orientation

The Office of Human Resources will conduct an extensive orientation for new employees.The orientation program includes USG Ethics Policy training. All employees shall complete USG Ethics Policy training within 90 days of date of hire as mandated by the Board of Regents.

Each new employee shall be responsible for reading and familiarizing themselves with the contents of this policy manual. New employees are specifically responsible for understanding the following information:

  • Personnel policies and procedures;
  • Leave benefits, as applicable;
  • Insurance benefits, as applicable; and
  • Retirement benefits

It is the responsibility of the supervisor to provide orientation of the job for each new employee. This means explaining the nature of the job to be done and the usual work methods. This also includes an explanation of the duties and responsibilities of the position, the conditions of employment, the amount of compensation, and other work-related matters, as deemed appropriate by the employee's immediate supervisor. Any specific departmental policies, procedures, and regulations will be explained by the supervisor at that time.

Provisional/Probationary Period For Classified Staff

With the exception of certain public safety employees, all classified employees are required to serve the first six (6) months of employment on a provisional basis to provide an opportunity to evaluate job performance. Employees transferring to another University System institution or the University System Office are subject to a new six (6) month provisional period upon beginning at the new location.

If the work of the employee is satisfactory, employment will be continued. Should the work not be satisfactory, the employee will be notified in writing prior to the completion of the six (6) months provisional period. In the event of an approved leave of greater than thirty (30) days, an equivalent extension of the provisional period may be granted with the approval of the President or the Director of Human Resources. An extension will be granted only in exceptional circumstances, and in no instance shall the provisional period be extended such that the total provisional period would exceed nine (9) months.

An employee who has been discharged during the provisional period does not have any right to appeal or procedural protections. Public safety employees are subject to the same provisional employment requirement as other classified employees, except that the six (6) month provisional period will not begin until any person employed as a public safety officer has completed his/her mandated training for certification as a police officer. This special provision only applies to those public safety employees for who specified training is mandated by state law and such training occurs after their employment.

Applying for other positions at Georgia Collge & State University during the provisional period is subject to the guidelines of the Internal Posting Program. Temporary employees hired into regular positions are considered new employees and will serve a six-month probationary period beginning with the first work day of regular employment.

Telework Policy

Policy Name: Telework

Policy Statement: It is a policy of the University System of Georgia to allow teleworking for employees who fill job classifications/positions that have been designated as eligible for telework, as requested by the employee and approved by the supervisor and Human Resources.

Definitions:

  • Alternate Workplace: A worksite other than the employee’s usual and customary worksite (primary workplace). The alternate workplace may be the employee’s home.
  • Core Operating Hours: Each institution may establish operating hours according to the operating needs of the institution during which all full-time employees are expected to work forty (40) hours in a workweek. Core hours, which are a subset of operating hours, are the time period during which all regular professional/administrative and staff employees will normally be expected to be present. During this time, all offices are to be open for business, unless administratively and/or programmatically unfeasible. All offices are to be adequately staffed to transact business during these hours and to provide the necessary and appropriate services. An employee’s flexible schedule will always include the core hours to facilitate the scheduling of institutional business.
  • Eligible Employees: An employee, in an eligible position, who has been identified by the employee’s supervisor as satisfactorily meeting performance standards, terms, and conditions of employment of their position. The employee shall have no active formal disciplinary actions on file for the current or immediately preceding review period.
  • Eligible Positions: A position having measurable quantitative or qualitative results-oriented standards of performance that is structured to be performed during a work period that may vary from the core work hours established. For teleworking, the position must be structured to be performed independently of others and with minimal need for support and can be scheduled at least one day a pay period to participate in teleworking without impacting service quality or organizational operations. The eligibility of a position for teleworking may change depending on circumstances.
  • Mobile Worker: An employee who travels continuously and whose current work location is their home or an assigned office. The duties of these positions generally require the employee to meet and work off-site with prospective students who are dispersed throughout a geographic territory. GC Admissions staff are an example of a Mobile Worker. For the purposes of this policy, mobile workers are not considered teleworkers.
  • Occasional Teleworker: A teleworker, who with the approval of their supervisor, works at home on an infrequent basis. Approval is usually task or project-specific and is normally approved in writing at least the day before the employee teleworks. Occasional teleworkers do not telework on a scheduled basis. For the purpose of this policy, occasional teleworkers are considered teleworkers.
  • Primary Workplace: The teleworker’s usual and customary workplace.
  • Teleworker: A person who for at least one or more days in a particular pay period works at home, or a satellite office, to produce an agreed upon work product. All teleworkers should complete the telework agreement and training. A teleworker is not a mobile worker.
  • Teleworking: Working at a location other than the employee’s usual and customary workplace.
  • Teleworking Agreement: The signed document that outlines the understanding between Georgia College and the employee regarding the teleworking arrangement. The telework agreement documents the mandatory policies in effect and the results of any other agreements between the supervisor and the teleworker. The agreement must be signed by both parties and approved by Human Resources prior to the start of the telework period agreeing that both parties will abide by the terms and conditions of teleworking. The agreement must be reviewed and renewed at least annually to ensure that the guidelines for participating in the program indicate continued eligibility and are well understood. A supervisor may elect to revise the agreement when a need arises. In addition, the teleworking agreement should be reviewed and revised if necessary when there is a change in supervisor, job responsibilities, or change in work circumstances or performance. The agreement must have a place where the employee acknowledges that they have read and agree to the terms of the policy and items listed in the agreement.

Key Words:

Childcare/Dependent Care
Mobile Worker
Telework
Workspace
Workers’ Compensation

Reason for Policy: To ensure that all Georgia College (GC) employees understand that teleworking is an option on an occasional or regular basis, as requested by the employee and approved by the supervisor and Human Resources, for eligible employees.

Proposed Outcome: Reinforces Georgia College’s commitment to ensuring the proper and fair use of teleworking.

Policy Provisions:

 

Georgia College Guidelines Specific to Telework and Conditions of Employment

Offering the opportunity to work at home is a management option and is not an employee right. An employee's participation in the telework program is entirely voluntary. A supervisor has no authority to require an employee to telework unless it was a condition of employment or a requirement of the job description. The employee, supervisor, or Human Resources may terminate teleworking at any time and without cause.

 

The teleworker conditions of employment remain the same as for non-teleworking employees. Employee salary, benefits, and employer-sponsored insurance coverage will not change as a result of teleworking. The employee shall adhere to all policies, rules, and regulations of the institution, the Board of Regents of the University System of Georgia, and the state while teleworking. Further, an employee must have the willingness of their supervisor to perform the necessary supervisory responsibilities required for teleworking. The employee agrees not to conduct personal business while in official duty status at the alternate workplace.

 

Documents Required for Submission:

An employee will be required to provide the following documents to their supervisor to request to Telework:

GC Telework Agreement

  GC Telework Self-Assessment

GC Workspace Self-Certification Checklist

The supervisor will submit all documents to Employee Relations for review and final approval. Employee Relations will communicate approval or denial of the Telework Agreement within five business days.

 

Child and Dependent Care

Teleworking is not a substitute for childcare or dependent care. The teleworker shall continue to plan for child or dependent care to the same extent as if the teleworker were working at the primary workplace.

 

Teleworking Self-Assessment

A successful teleworker has particular traits, a job suitable for telework, and a telework site that is conducive to the work assigned. A self-assessment helps an employee interested in teleworking decide whether telework is right for them. The employee shall complete a self-assessment to submit to the supervisor as part of the request to telework. The supervisor will submit the telework self-assessment to Human Resources with the completed Telework Agreement and Workspace Certification Checklist. 

 

Worksite and Work Hours

A defined workspace and defined core work hours are necessary (1) to reduce GC's exposure to risk, (2) to facilitate proper management of teleworkers, and (3) to ensure work is conducted in a productive environment.

 

Alternate Workplace

As a condition of permission to telework, the employee must verify that home facilities used for telework purposes are safe and suitable for the purpose of the employee's work. The department may deny an employee the opportunity to telework if the alternate worksite is not conducive to productive work. The department will provide the employee with a self-certification checklist as part of the request to telework. The checklist is necessary to reduce GC's exposure to risk and liability and helps the employee verify that the alternate workplace is conducive to productive work.

 

An employee approved to telework shall be responsible for setting up an appropriate work environment within their home. GC will not be responsible for any cost associated with the set-up of a home office. Upon request, GC will consult with an employee on any modifications or requirements to operate GC-owned equipment at the home office. Employees must complete the GC Property Off-Campus Authorization form for any GC equipment used off campus (see related links)

 

Equipment and Supplies

Office supplies (e.g. pens and paper) shall be provided by the department and should be obtained during the teleworker's in-office work period. The employee is expected to use their own furniture, telephone, internet access and other equipment. Any use of private facilities of the employee will be at the employee's discretion and not at the behest or expense of Georgia College. This applies to all physical improvements and conveniences, as well as services. Under no circumstances should GC-owned equipment be installed in an employee's home. Upon approval of a GC Property Off-Campus Authorization form, employees may take GC owned equipment off-campus to be used at the alternate worksite. As GC's equipment is the property of the state, GC will retain the responsibility for the inventory and maintenance of state-owned property following state laws and procedures.

 

Work Hours

Each employee who teleworks shall develop a work schedule with the employee's supervisor, and the employee's supervisor must agree in advance to any changes to the employee's work schedule. The employee must obtain approval in advance from their supervisor before taking leave during a designated telework day.

 

The employee must maintain contact with the office as specified in the work schedule, department policy, and telework agreement. An employee's activities outside the time of work or outside the place designated for work will be deemed to be in the employee's own personal time and place, unconnected with work activities.

 

Expenses and Compensable Time

Work-related long-distance phone calls should be planned for in-office days. The teleworker is responsible for the cost of maintenance, repair, and operation of personal equipment including phone and internet.

 

Liability

The employee's home workspace, when used for telework, is an extension of the department workspace. GC's liability for job-related accidents will continue to exist during the approved work schedule and in the employee's designated work location. The teleworker is covered under the State's Workers' Compensation Law (see related links) for injuries occurring in the course of the actual performance of official duties at the alternate worksite.

 

If an injury occurs during teleworking hours, then the employee shall immediately report the injury to the supervisor. The employee, supervisor, and GC Human Resources should follow the institution's policies regarding the reporting of injuries for employees injured while at work.

The State of Georgia and GC are not responsible for any injuries to family members, visitors, and others in the employee's home. The teleworker may not have business guests at the alternate workplace.

 

To the extent permitted by law, the employee will not attempt to hold GC or the state responsible or liable for any loss or liability in any way connected to the employee's non-work-related use of their own home. The teleworker is responsible for contacting their insurance agent and a tax consultant and reviewing local ordinances for information regarding home workplaces.

 

Telework Coordination

The Office of Human Resources (HR) will ensure the appropriate coordination of teleworking. HR will serve as a liaison to departments and the Statewide Telework Coordinator. HR representatives will provide guidance and clarification to departments on telework, act as a liaison regarding compliance with policies, procedures, and guidelines and will report the results of telework to the Statewide Teleworker Coordinator.

 

Security and Access to Information

The teleworker is responsible for maintaining confidentiality and security at the alternate workplace, as the teleworker would at the primary worksite. The employee must protect the security and integrity of data, information, paper files, and access to agency computer systems. All institutional policies on Information Technology and Internet and technology usage apply to teleworking, as they would in the primary workplace. All employees must follow their Departmental Information Security Plan and the Technology Policy regarding General Acceptable Use (see related links).

 

Program Reporting and Evaluation

The employee agrees to participate in studies, inquiries, reports, or analyses relating to teleworking at GC's direction.

 

Related links and forms:

Procedures: Georgia College will follow all applicable University System of Georgia policy.

Non-Compliance:

Failure to comply with the requirements of this policy may result in disciplinary action up to and including termination or expulsion in accordance with relevant University policies and may result in prosecution in accordance with state and federal law.

 

Creation Date:  November 2020

Revision Date:  Month, Year

Last Reviewed Date:  Month, Year

Next Review Date:  Month, Year - Two years from Last Reviewed Date

Responsible Department:  Office of Human Resources

Cabinet Approval Date: December 15, 2020

Effective Date: December 15, 2020

  

Dismissal, Demotion, or Suspension

Supervisors who are considering a suspension, demotion or dismissal of an employee must contact the Office of Human Resources and Employee Relations to ensure that all appropriate laws, regulations and policies are observed.

Dismissal of classified employees may be effected by an employee's immediate supervisor who has been granted the authority to impose action up to and including dismissal when the supervisor determines the employee's performance of duty or personal conduct is unsatisfactory. Classified employees may be terminated for just cause. All supervisors are encouraged to follow a progressive discipline process; however, there are certain offenses that warrant immediate termination. Generally, these offenses should be communicated to employees by their supervisor.

A demotion is defined as a reassignment from one position to another position at a lower pay grade or salary range. A demotion can also be defined as a reassignment of duties to a lower level of pay or responsibility even if there is not a change in the employee's job title or position. Involuntary demotions may occur if work is eliminated, abolished or reorganized, as a disciplinary action or if a classified employee is unable to perform the work satisfactorily.

A suspension may occur as part of a Progressive Disciplinary Process or as part of an investigation.

Resignations

Employees who resign for any reason should give as much notice as possible. The minimum notice is generally ten (10) working days, but a shorter period of time may be permissible. Written notice is expected. The supervisor is strongly encouraged to provide a written acceptance of the resignation, regardless of whether the resignation was submitted orally or in writing. The institution is not obligated to allow an employee to rescind the resignation. The supervisor may designate an earlier final date of employment.

Although it is not required, due to the complex nature of certain positions, it may be appropriate to extend the notice to at least four weeks.

Furloughs

The Board of Regents authorizes the Chancellor to implement a Mandatory Furlough Program for the University System of Georgia. The President of eorgia College is authorized to order additional furlough days if necessary to meet institutional budget reduction requirements.

Related link :

Reduction in Force

Georgia College is committed to providing stable employment for its employees; however, GC has the authority to determine the appropriate staffing levels to meet the mission of the institution. Georgia College may, in its sole discretion, add positions or change positions where necessary to meet the mission of the institution, and it may eliminate positions that are no longer critical to the mission of the institution. Situations such as lack of funding, lack of work, or reorganization may require a reduction in the workforce. In making such reductions, Georgia College will retain the staff necessary to preserve excellence. If the administration has determined that a workforce reduction will not occur for a particular situation, this policy shall not be utilized.

Generally, a reduction in workforce may be implemented for reasons that include the following:

  • A budget reduction and/or funding changes;
  • Programmatic changes that result in the elimination of or decrease in services;
  • Reorganization that results in a shifting of responsibilities or elimination of certain tasks altogether;
  • Business process improvements that change work to such an extent that a position(s) is no longer required; and
  • Other organizational changes that might prompt an adjustment to staffing needs.

In an effort to avoid reducing positions due to budget cuts or funding changes, Georgia College reserves the right to consider implementing a furlough or other such program to achieve the necessary budget reduction. Employees are to be terminated through a reduction in force only after examining other available alternatives. The provisions of this policy are not to be used to remove an employee if the sole cause is substandard performance, incompetence or misconduct. If the positions eliminated via this policy are reestablished within one year, the employees displaced should be given an opportunity to apply for the positions. The department must coordinate with the Office of Human Resources to ensure this communication occurs. The employee(s) shall also have the right, upon written request within twenty (20) days from the date of the final decision of the President to apply to the Board of Regents for a review of the President's decision in accordance with the provisions of the Bylaws of the Board.

Related link:

Exit Interview

All regular employees who are separating from employment must participate in an exit interview conducted by the Office of Human Resources and Employee Relations. At that time, employees will receive all pertinent information regarding their separation, complete all necessary paperwork, and return any identification cards, keys, or other institutional property to the University. This interview will also give employees an opportunity to express their feelings about their employment experience at Georgia College.

Related link: