Credentials Verification

State laws (G.S. 126-30 and 14-122.1) require the verification of certain education and professional credentials. These laws further require appropriate action up to and including termination of employment for falsification of qualification statements.

Credentials requiring verification are:

• the highest post-secondary degree, diploma or certificate listed on the employee's University Application for Staff Employment; and
• any professional license, registration, certification or work history credited during the salary administration process or required by the position, as indicated on the employee's University Application for Staff Employment.

When a permanent SPA employee transfers from another University department or State agency, credentials that already have been verified and documented in his/her personnel file do not have to be verified again.

The Compensation & Staffing Programs Department is responsible for conducting the legally required credentials verification. Compensation & Staffing Programs is required to complete the credentials verification within three calendar months of the employee's University entry-on-duty date.

The hiring department in its judgment may elect to verify other information on the candidate's Application for Staff Employment. Hiring departments are strongly encouraged to check credentials that are required for a position before the selection decision is finalized. The hiring department must treat credentials verification information in accordance with the general statute for confidentiality of personnel records.

The Compensation & Staffing Programs Department is also responsible for:

• monitoring the credentials verification process, including any necessary follow-up with the operating department, when Employment's verification discovers a discrepancy with the credentials listed on the employee's application;
• providing technical and administrative information to facilitate the operating department verification processes;
• checking the credentials of an employee candidate transferring to a different position when the credentials are different from those shown on an earlier application;
• notifying the employee of any discrepancy identified and requiring a written explanation from the employee;
• advising the employee's department when a discrepancy is confirmed as a falsification;
• forwarding to HR Records & Information the original credentials verification documents
• referring to Employee & Management Relations a copy of credentials verification documents if the credentials are not held as claimed by the employee; and
• responding to the Office of State Personnel requirements or inquiries as to credentials verification.

Upon the discovery that an employee provided false or misleading information, or omitted information related to education and professional credentials, the hiring supervisor should work with the Employee & Management Relations Specialist assigned to his/her department to determine the appropriate disciplinary action.

When falsified credentials are discovered prior to employment or transfer, the applicant or employee must be disqualified from further consideration. If discovered after employment, the following will apply:

• Confirmed falsification of required credentials will result in immediate dismissal under the Personal Conduct guidelines of the disciplinary policy for SPA employees.
• Confirmed falsification of other credentials will result in dismissal, demotion, reduction in pay, or written warning. In determining the appropriate disciplinary action, consideration must be given to the sensitivity of the employee's position, the effect of the false information on the hiring decision, the advantage gained over other applicants, and the effect of the false information on starting salary.
• Confirmed falsification may result in criminal charges.