Department Head Responsibility - Any University department which has an opening for a classified position must list the opening with Employment prior to considering candidates to fill the opening.
The University Office of Human Resources will post a current list of all classified job openings on the UGA Employment Web site. All vacant classified positions must be posted for a minimum of five business days before a commitment can be made to fill the position. This will allow anyone interested in the position an opportunity to make application. Once a vacant position is placed on "hold" status by the employing unit, additional applications cannot be referred or considered unless the position vacancy is reopened for another five business days.
Qualifications - Any candidate for a classified position must meet the minimum qualifications set forth in the classification specification for that position in order to be employed.
Employment Application - An application form will be completed by each person formally applying for a regular classified position at the University. Employment will review the qualifications of all applicants (both present employees and new applicants) for a specific position and refer the applications of qualified applicants with any supporting data that the applicant wishes to provide to the department or organization in which the opening exists. The hiring department reviews the applications referred to determine which applicants will be contacted for further consideration based upon qualifications.
In order to ensure strict compliance with Federal Equal Employment Opportunity regulations and the provisions of the University of Georgia Affirmative Action Plan, a University organization may not employ any applicant for a classified position unless the prospective employee has made application through Employment and been referred in accordance with these prescribed procedures.
Background investigations - As a Condition of Employment, effective January 1, 2008, all 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,” unless the University conducted a background investigation on such employees at any time after July 1, 2002. Please view the entire background investigation policy and procedures.
Screening and Testing - Applicants for regular classified position openings who contact the hiring department directly must be referred to the Employment Web site to complete an official application. These applicants, plus those recruited by Employment, will be included in the applicant pool from which official referrals will be made to the department where the position vacancy exists.
No applicant can be offered a regular classified position until all application and screening procedures have been completed.
Reference Checks for Classified Employees - Prior to completing the selection process, the hiring department should contact the applicant's former employer(s), including any previous UGA 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, their permission must be obtained so as not to jeopardize the applicant's current employment status.
In certain circumstances, Employment obtains references and will report findings on referred applicants to the department. Since each unit is responsible for rendering selection decisions to fill vacant positions, departments are responsible for obtaining reference information on applicants for employment.
Disqualification of Persons Selected for Employment (Candidates) - 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 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 years from the most recent date of conviction.
Any false statement of material fact in the application.
The candidate has been convicted of a felony or a crime involving moral turpitude, unless the applicant has been pardoned.
*The forms listed below, along with all required personnel and payroll documents and benefits information and enrollment forms, are provided by Human Resources during the UGA Onboarding Process.
Under requirements of the Immigration Reform and Control Act, units may employ only United States citizens and aliens authorized to work in the U.S. All new employees, upon being hired, must complete an Employment Eligibility Verification form (Form I-9) using the I-9 Express online system. The hiring unit should provide to the new employee instructions to use the I-9 Express system to complete the online I-9 process no later than the third day of employment. If the new employee fails to comply with the provisions of the Act within three working days, his/her employment will be terminated. Failure to comply with the verification provisions of the Act will subject the University to civil and/or criminal penalties
Security Questionnaire - As a condition of employment during the Onboarding Process, all persons employed for 30 or more days must complete and sign a Security Questionnaire.
Loyalty Oath - Also during the Onboarding Process, employees of the University are required to take and sign a loyalty oath as required by the Laws of Georgia.
Intellectual Property Agreement - As a condition of employment, all regular and temporary faculty, staff, and graduate assistants employed 30 or more days must complete and sign a University of Georgia Intellectual Property Agreement form. This form will be signed during the Onboarding Process. View the University of Georgia Intellectual Property Policy. If you have questions about the policy, please contact the Technology Commercialization Office, Office of the Vice President for Research.
Tax Forms - 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. This form should be read carefully and instructions followed explicitly. Completed forms should be forwarded to the UGA Payroll Department.
Probationary Period - All newly hired classified employees are required to serve the first 180 calendar days at the University on a probationary basis to provide the employer an opportunity to evaluate the employee's performance. During this 180-day probationary work period, an employee may be terminated at any time without the right of appeal or access to any of the procedural steps provided for in the Conduct and Dispute Resolution Policy and Grievance Procedure sections of this manual. Public Safety employees are subject to the same probationary employment requirement as other classified employees, except that the 180-day probationary period will not begin until any person employed as a Public Safety Officer has completed mandated training for certification as a police officer. This special provision only applies to those public safety employees for whom specified training is mandated by state law and such training occurs after their employment.
When a probationary employee is dismissed, a letter of termination should be given to the employee, along with the Department of Labor Separation Notice (Form DOL-800) stating the employee was "terminated during the probationary period." No specific reason for the termination should be stated. Copies of all such written terminations are to be filed with Human Resources. Additional exit procedures are available in the End of Employment section of this manual.
Temporary employees hired into regular positions are considered new employees and will serve a 180 day probationary period beginning with the first work day of regular employment.
New Employee Onboarding - All new employees will receive an email invitation to participate in the UGA Onboarding Process. They should read and sign all required documents. Employees should become familiar with all policies included in the Onboarding System, and should view the benefits information. New employees should speak with their supervisors if they have questions about their employment, and refer to the policies on this site for detailed information.
As part of the Onboarding process, new employees will receive benefits information. New employees with benefits questions may attend an optional benefits overview session, held the first and third Mondays of each month from 9:00-10:30am at the Training & DevelopmentCenter.
Additionally, hiring departments should provide for new employees an orientation with information specific to their duties and work areas, including conditions of employment, unit-specific procedures, amount of compensation, and other work-related matters. (Revised 11/05/02)
Employee Safety - The University shall establish a comprehensive program of employee safety to ensure that employees are provided safe working conditions and that every employee performing hazardous work assignments receives safety training on a regularly scheduled basis. New employees receive basic Hazard Communication "Right to Know" training as part of online orientation. Departments are responsible for providing specific safety training as necessary. (Also, see the Environmental Safety Division section.)
Employee Identification Cards - Identification cards enable faculty, staff, and their dependents to access a wide variety of services and activities at the University. Children 18 and older are not eligible to obtain a dependent ID card. For further information regarding faculty, staff, and dependent identification cards, contact the UGACard Office at 706-542-8549.