General Criteria for Employment and Mandatory Employee Training

Policy Number: 8.2.1
Effective Date: January 31, 2025
Revision History: None
Policy Contact: Chief Human Resources Officer

I. Purpose and Policy Statement

Georgia Gwinnett College (“GGC”) adheres to the policies and procedures of the Board of Regents (“BOR”) on employment criteria and mandatory employee training, including the BOR Human Resources Administrative Practice Manual (“HRAP”) Policy on General Criteria and Mandatory Employee Training. When beneficial, GGC develops College-specific policies and procedures to supplement the content in the BOR Policy Manual and the BOR HRAP. This policy ensures that appropriate hiring and employment standards, which are considered conditions of employment with Georgia Gwinnett College and the University System of Georgia (“USG”), are in compliance with Board of Regents policies, and state and federal laws, and regulations.

II. Scope

This policy applies to all GGC employees. Human Resources staff, hiring managers, and employees within GGC should be familiar with this policy.

III. Definitions

Actively Employed individuals: An individual who is employed by GGC and who is currently engaged in the performance of assigned duties. For the purposes of this policy, a GGC employee on continuous Family and Medical Leave (“FMLA”) (excluding intermittent FMLA leave), military leave, or other extended leave shall not be deemed to be an actively employed individual until that employee has returned to work.

Position of Trust: Defined in the BOR HRAP Policy on Background Investigation.

IV. Roles and Responsibilities

1. Chief Human Resource Officer (“CHRO”): Ensure implementation of policy and development of institution level employment criteria and mandatory training requirements.
2. Office of Legal Affairs: Provide consultation to Human Resources and hiring managers to ensure compliance with policy.

V. General Requirements

1. The following requirements, standards and expectations apply to all GGC employees (including faculty, staff, and student employees).
2. Institutional Requirements:
   1. All GGC employees must meet the terms and conditions of employment required for successful performance on the job. Such standards may include specific job-related qualifications (e.g., valid license/certification), safety protocols, required training, and other employment standards required to meet GGC business needs. See also HRAP Policy on Background Investigation and BOR Policy 8.3.1 Faculty Employment.
   2. In addition to meeting the USG and GGC terms and conditions of employment, a GGC employee whose job duties include working with a third-party organization that has an active contract with the GGC or USG must meet the requirements for successful performance on the job as established by that third-party organization. For example, some clinical faculty may need to work at a hospital that requires vaccination. Accommodations may be required as applicable and in compliance with laws and regulations. If deemed necessary, GGC will establish internal procedures to ensure compliance with third-party requirements.
   3. Prior to completing the selection process, Human Resources or other designated official will complete the following actions: 
      1. Review: (1) any credentials the candidate is required to possess as a term and condition of employment; (2) the reasons for the candidate’s separation from previous employment; and (3) responses to whether the candidate has ever been fired or forced to resign or whether the candidate resigned in lieu of potential disciplinary measures that may have been taken (see HRAP Policy on Eligibility for Rehire).
      2. Conduct appropriate reference checks as necessary to verify employment and/or obtain job related information that will assist in determining the candidate’s qualifications and suitability for the intended position. Before making a reference inquiry, obtain permission from the candidate so as not to jeopardize the individual’s current employment status.
      3. Complete an academic and professional credentials check for applicable positions in accordance with accreditation and professional standards and requirements. For employees with a job-related professional license or certification(s), Human Resources or official designee will also review any related disciplinary actions, including suspensions and/or revocations of required licenses or certifications.
   4. Employment of Nonresident Foreign Nationals must comply with all applicable federal laws, stipulations, and restrictions.
   5. Employing individuals under the age of eighteen (18) years must comply with the U.S. Department of Labor regulations. (See also GGC APM 8.2.2 Age Criteria and BOR HRAP Policy on Age Criteria).
   6. GGC complies with the provisions of the HRAP Policy on Background Investigations when a current employee is transferred, reassigned, reclassified, or promoted into a Position of Trust.

VI. Employee Orientation and Mandatory Training

1. No institutional orientation or training may include ideological tests, affirmations, or oaths, including diversity statements. 
2. New employee requirements: 
   1. All new employees must meet the qualifications for the job and the terms and conditions of employment.
   2. Successfully complete a background investigation appropriate to the position to which the individual is being hired. See HRAP Policy on Background Investigation.
   3. Complete and sign the Security Questionnaire and Loyalty Oath as required and defined in Georgia Law. This form shall be prepared in original copy only, notarized, and filed appropriately at GGC.
   4. File Federal and Georgia tax withholding forms.
   5. Enroll in a USG retirement program within sixty (60) days or the Georgia Defined Contribution Plan as required based on employment status.
   6. Complete Form I-9 within three (3) days of employment. Employees are required to maintain authorization to work in the United States. for the duration of their employment, including re-certification, as necessary.
   7. Complete required training as required by the USG and GGC within the specified timeframe.
   8. Complete all other forms that may be required per USG or GGC policy.
   9. Disclose actual or apparent conflicts of interest.
3. Current employees have the following ongoing obligations:
   1. Maintain all terms and conditions of employment.
   2. Comply with the requirements of APM 8.2.99.1 Policy on Arrests and Dispositions.
   3. An employee who, prior to arrest for an offense involving a controlled substance, marijuana, or a dangerous drug, voluntarily discloses use of such substance to their immediate supervisor and is receiving or agrees to receive treatment under an approved drug abuse and education program may be retained by GGC under the conditions set forth in BOR policy on Voluntary Disclosure of Drug Use (8.2.17).
   4. Employees should follow the procedures established in APM 8.2.15 Conflict of Interest, Conflict of Commitment, Outside Professional and Political Activities to disclose potential, actual, or apparent conflicts of interest and gain approval for compensated outside activities. See also HRAP Policy on Conflicts of Interest, Conflicts of Commitment and Outside Activities.
4. Mandatory Training Requirements for New and Current Employees: All Actively Employed Individuals are required as a condition of that individual’s employment with GGC and the USG to complete the following trainings as part of orientation and ongoing within the established timeframes as required. It is strongly encouraged that all required training be completed before the employee reports to their assigned unit. All such training must be completed no later than thirty (30) days from the employee’s hire date.
   1. GGC will provide recruitment training to employees responsible for recruiting and hiring faculty and staff upon hire and then annually to ensure that GGC procedures are appropriately and consistently followed.
      1. All recruitment training must be approved by the CHRO and the President. The use of affirmations, ideological tests, and oaths (including diversity statements) are expressly prohibited and should not be utilized for any GGC training. Additionally, individual units and departments are not permitted to mandate recruitment training for search committee members or departmental employees beyond that which is approved by the CHRO and President. If using a search firm, these requirements must be communicated and adhered to by the search firm.
      2. Employees serving on a selection committee(s) must participate in recruitment training prior to serving on the committee(s) unless they have completed recruitment training in the previous twelve (12) months.  Noninstitutional individuals serving on the selection committee should confirm they have received GGC/USG policy recruitment training or be provided GGC/USG policy recruitment training. 
   2. Mandatory recruitment training should be limited to that which complies with USG, state, and federal policies, regulations, and laws. Examples include:
      1. Title VII of the Civil Rights Act of 1964.
      2. Title IX of the Education Amendments of 1972.
      3. Functional training associated with hiring and recruitment software and Institutional data management.
      4. Best practices related to candidate engagement and communication.
      5. Any requirements encompassed within the USG HRAP on General Criteria for Employment.
5. GGC shall maintain training records for all employees who are required to complete training. Records will be maintained in the Grizzly Learning Path.

VII. Right to Know Training

Employees must be trained in and be aware of hazardous chemicals in the workplace. This right is guaranteed under Georgia’s “Public Employee Hazardous Chemical Protection and Right to Know Act of 1988” (O.C.G.A. 45-22-2). This training will typically be coordinated through GGC’s Office of Human Resources.

VIII. USG Cybersecurity Awareness Training Requirements

Cybersecurity Awareness training will provide information on how to identify and report cyber threats to protect the integrity of the organization. In addition to completing the initial cybersecurity awareness training at orientation, all USG employees are also required to complete the cybersecurity awareness training at a minimum of twice annually. This training will be coordinated through GGC’s Office of Human Resources or Information Technology. Employees who do not complete the required cybersecurity awareness training may be subject to disciplinary action up to and including termination. See also BOR Policy on Cybersecurity (10.4.2).

IX. USG Ethics Training and Certification Requirements

1. Ethics Training and Certification will typically be coordinated through GGC’s Office of Human Resources, or the appropriate Department as designated by GGC. Additionally, the USG may require periodic “refresher” ethics training and related certification courses. If any employee refuses to complete any required Ethics training and certification, the institution shall follow the process as outlined below.
2. Employees
   1. In the event an Actively Employed Individual fails to complete USG Ethics training and certification or other required training, the employee shall be subject to disciplinary action consistent with BOR and GGC policy up to and including termination of employment. Upon the employee’s initial failure to complete the training in accordance with the published deadline, the institution shall have 30 days to obtain the employee’s compliance with the required training and certification using disciplinary procedures consistent with GGC policies and procedures and BOR Policy up to and including termination of employment. If the employee does not remediate the requirement within 30 days, then the disciplinary process outlined as follows shall be implemented. Nothing in the following process shall be construed as preventing GGC from taking measures that it deems necessary to obtain compliance prior to the end of the 30-day period.
      1. Upon an employee’s failure to complete the required training and certification, the employee’s immediate supervisor shall convene a meeting and issue a verbal warning.
      2. If the employee does not remediate this requirement within three (3) business days of having received the verbal warning, then the employee will be relieved of any supervisory or budgetary responsibilities until such time as that the employee has successfully completed the required training and certification.
      3. All non-faculty Actively Employed Individuals shall have a total of ten (10) business days from the date of the verbal warning to complete the required training and certification. If the employee still fails to complete the training and certification at the end of the ten (10) business day period, then the employee shall receive a final written warning and will be given ten (10) additional business days to complete the required training. If the employee continues to fail to complete the training by the regular close of business on the tenth day after the issuance of the final written warning, then their employment shall be terminated.
      4. If an Actively Employed Individual with faculty rank continues to fail to complete the training and certification, the President shall remove the faculty member for cause consistent with the policy and procedures outlined in BOR Policy on Discipline and Removal of Faculty Members (8.3.9.) If the faculty member is part-time and/or adjunct and refuses to complete the training and certification, the faculty member shall also be subject to non-renewal of contract or non-reappointment.
   2. The USG Vice Chancellor for Human Resources and/or the USG Vice Chancellor for Internal Audit, Ethics, and Compliance may periodically require reports from institutions with respect to their completion of ethics certification and training requirements. These reports will periodically be summarized and presented to the Board of Regents’ Committee on Internal Audit, Risk, and Compliance.
3. Student Employees: Student employees shall be subject to the ethics training and certification requirements and associated disciplinary procedures as outlined in the “Employees” section above.

X. Institution Level Mandatory Training

1. Per BOR HRAP Policy on General Criteria for Employment and Mandatory Employee Training, institutions may mandate training respective to their institution (e.g. related to an institution’s strategic plan, mission, policies and processes or emergency procedures).  In addition to meeting USG and GGC specific training requirements, actively employed individuals may also be required to complete training as established and required by their respective unit or department (i.e., role specific or technical training). 
2. All GGC mandatory training, including specific unit or department training, must be approved by the CHRO and President. No GGC training may include affirmations, ideological tests, or oaths, including diversity statements. GGC level mandatory employee training will be limited to that which complies with the Board of Regents policy and federal and state laws and regulations. 

XI. Related Regulations, Statutes, Policies, and Procedures

BOR Policy Manual 8.2.5 Employee Orientation and Training
BOR Policy Manual 8.2.18 Ethics
BOR Policy Manual10.4.2 Cybersecurity
BOR Policy Manual 8.2.17 Voluntary Disclosure of Drug Use
BOR Policy Manual 8.3.1 Faculty Employment
BOR HRAP Policy on General Criteria for Employment and Mandatory Employee Training
BOR HRAP Policy on Employee Recruitment and Direct Appointments 
BOR HRAP Policy on Eligibility for Rehire 
BOR HRAP on Background Investigations
BOR HRAP on Conflicts of Interest, Conflicts of Commitment, and Outside Activities