Faculty Actions - Supporting Documentation

 

Links to: 

Faculty Actions: Requirements

   Guidelines: Supporting Documents
Full-time (FT)   Full-time (FT)
Part-time (PT)   Part-time (PT)
Clinical-Adjunct (CL)   Clinical-Adjunct (CL)

PAR (Personnel Action Request) FT PT CL

To be completed by the hiring unit:

  • A completed PAR that has been institutionally approved is required on all Faculty Actions.

Offer Letter - Signed Acceptance   FT PT
Offer letters (signed acceptance) should be submitted along with the supporting documents.  For Full-time appointments, at the time the position is offered and accepted, the departmental representative is requied to send a copy of the signed offer letter along with the Applicant Clearinghouse Form - Part B so the position may be removed from the MCG Web Site and the Applicant Clearinghouse.

PCF (Page 1) FT                    Updated  01/31/2008

Position Classification Form (PCF) Word document
Position Classification Form (PCF) PDF
The PCF is required to establish a new, change or inactivate an existing position. 

  • Once the position is filled, a PCF page 1 must be submitted to update information on the position prior to submitting an ePAR. When this is necessary, complete the PCF page 1 with the Position Number (PSN) associated with the Applicant Clearinghouse Number (ACH#) that was established at the time of recruitment, to update:
    1. Department ID: If the selected candidate will be homed in a department other than the DeptID of an official department that was established at the time of recruitment;
    2. Primary Job ( Job Title): If the incumbent is hired in a position with a job title other than the position job title but within the title range established at the time of recruitment;
    3. Reports To; and
    4. Campus Address and Campus Telephone #.

  • Submission of the PCF must occur prior to initiating the ePAR - Request Hire Transaction or with the PAR.
  • Inactivate PSN: the proposed effective date must be future dated one month from the termination effective date to effectuate the incumbent's vacation/leave payout.  It is strongly encouraged for the department to initiate the PCF to inactivate the position upon the effective date of termination.  This will ensure that the position is not inactivated if the termination is rescinded.

Badge ID Form  FT PT

To be completed by the hiring unit:

  • Policy - Public Safety Division No. 1.6.11
    Medical College of Georgia Administrative Policies and Procedures Office of Primary Responsibility:

Badge ID Form must be completed by the hiring supervisor and submitted with the appointment PAR.  All new employees will be issued a photo identification badge that must be visible at all times to be authorized on campus, in facilities, or other property operated by MCG.

Criminal History Record Release & Background Investigation Form

FT PT   Revised Form 10/10/2007

To be completed by the prospective faculty member:

  • All paid employees of MCG upon hire will complete a standard form to initiate the Criminal Criminal History Record Release and Background Investigation.  All hard copies of the previous form used only for faculty may now be destroyed.
  • The hiring unit will provide a printed copy of the form along with a business reply envelope to the prospective  faculty member for completion, signature and return to Human Resources Division using the business reply envelope by the specified deadline date outlined in their offer letter.
  • Business reply envelopes will be provided upon request made to Faculty Affairs for the sole purpose of returning a completed form.

Ethics Policy Statement Form

Clinical/adjunct appointments - CL

To be completed by the prospective faculty member:

  • The Ethics Policy purpose is to communicate to all Medical College of Georgia employees an expectation and requirement of ethical conduct and compliance with all applicable laws, policies, rules and regulations. 

Confidentiality Statement

Clinical/adjunct appointments - CL
To be completed by the prospective faculty member:

  • The Medical College of Georgia maintains strict confidentiality and security of records in compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA), the Health Insurance Portability and Accountability Act (HIPAA) and the Gramm-Leach-Bliley Act (GLBA), in addition to other federal and state laws. These laws pertain to the security and privacy of all records that contain information that could reveal private information concerning a student, employee or customer/patient.
  • The form should be printed and provided to each new faculty employee along with other pre-employment forms for their completion and return to the hiring departmental representative for appropriate processing.

Curriculum Vita (MCG Format)  
FT PT

To be provided by the prospective faculty member:

  •  An up-to-date curriculum vita (CV) is required for all new faculty actions as well as for actions on current faculty that are recommended for emeritus status, a distinguished faculty title, or other recommendations to be determined.

Curriculum Vita 
Clinical/adjunct appointments - CL

To be provided by the prospective faculty member:

  • CVs in the MCG Format is not required for new clinical/adjunct faculty actions.

Proof of Highest Degree      

FT PT

To be provided by the prospective faculty member or obtained by the hiring unit:

  • Human Resources will verify degrees earned within the USA through the National Student Clearinghouse (NSC), provided the hiring unit initiates the request through Faculty Affairs by providing the Required Information.
  • If the degree is not verifiable through the National  Student Clearinghouse, an official original transcript showing the degree and date awarded with school seal is required.
  • Submission of proof of the highest degree will not be required for returning faculty, if the proof of degree in file in Human Resources is in accordance with current guidelines and Institutional requirements.  It will be the responsibility of the hiring unit to verify the proof of degree on file by contacting Records-Human Resources at 1-3631.  If the proof of degree is not in accordance with current guidelines and Institutional requirements one must be obtained as outlined within this section.
  •  When the prospective faculty member has obtained his/her highest degree from a college or university outside of the USA, he/she must have his/her official transcripts showing the degree and date awarded with the school seal evaluated by an agency, such as Josef A. Silny & Associates, Inc. that requires original documentation from the home institution and includes a course by course evaluation.
  • Prospective faculty members who are unable to provide an original (course-by-course) transcript due to the type of degree earned will still need to submit an original document verifying the earned degree to an agency like Josef A. Silny & Associates, Inc. so that an evaluation may be conducted to determine if the degree is equivalent to a U.S. degree earned at a regionally accredited institution of higher education in the United States.
  • The evaluation service the new School of Medicine faculty member selects should send the official evaluation of the transcripts, which includes a course by course evaluation as well as a description of the degree/diploma, directly to the Medical College of Georgia Dean's Office, School of Medicine ATTN: Michelle Mims, 1120 15th Street, Room AA-152, Augusta, GA 30912-4750.  The evaluation service the non-School of Medicine new faculty member selects should send the official evaluation directly to Medical College of Georgia, Human Resources Division, ATTN:  Faculty Affairs, 1120 15th Street, Room HS-1103, Augusta, GA  30912.
  • The cost for this service ranges from $100 to $125.  Payment of the evaluation is the responsibility of the prospective faculty member; however, if the authorized representative of the school or department elects to pay for the evaluation, only non-state funds may be used. 

Proof of Highest Degree
Clinical/Adjunct Appointments - CL
To be provided by the prospective faculty member or obtained by the hiring unit when a License or Certification is Not Applicable to the Appointment:

  • Clinical/adjunct appointments - to facilitate the appointment of clinical faculty, the appointing department representative may provide Faculty Affairs with the prospective faculty member's Required Information in order to verify the highest degree earned within the USA through the National Student Clearinghouse.
  • If the Institution is not a NSC participant, submission of a notarized copy of the diploma as proof of degree.
  • Documents provided that do not have an original notary indicating "true and exact copy of the original" will not be accepted.

License or Certification Verifications  

FT PT CL

To be provided by the prospective faculty member or obtained by the hiring unit:

  • Verification of Professional GA Medical Licensure
    (Medicine & Allied Health)              / Certification
     
  • Verification of Professional GA Licensure
    (Dentistry & Nursing)      / Certification

  • Verification of a professional GA license or certification must be submitted at the time of new appointment.  Continuation of employment and subsequent contract renewals are contingent upon maintaining an up-to-date professional license or certification. If a copy of the current GA license or certification is made for verification purposes, it must be notarized as "a true and exact copy of the original document."   When available, a printout will be accepted from the official WebSite indicating license information. Note: a printed page from the above web site does not require a notarization.

Status of Drug Screening  PT UUpdated  06/30/2008

  • It is the responsibility of the hiring unit to ensure that the letter of offer details the initial steps of the screening process when it is sent to the successful applicant of a position that meets the criteria for pre-employment drug screening.  The applicant can elect to have the screening at MCG Health, Inc. (MCGHI), Employee Health or a non-MCG certified testing facility. The hiring unit should schedule the screening at MCGHI Employee Health (Service Approval Form) and provide the employee with the appropriate forms to have them available at the scheduled appointment.  Results are maintained in MCGHI Employee Health if the campus site is selected. Results for screening at a non-MCG certified facility are submitted directly to Faculty Affairs from the testing facility. Indicate the date of the scheduled appointment on the checklist and agency.

Probationary credit toward tenure   

FT Non Tenured On Track

To be provided by the prospective faculty member or obtained by the hiring unit:

  • Employment verification letter from the Institution where prior tenure credit was earned.  The letter should verify the type of tenure track, rank and years of service.  Submit the letter with the action form to support a recommendation of 1-3 years of Probationary Credit Toward Tenure (PCT) and indicate the number of years on the Action Form.

MCG Employee being appointed as Clinical/Adjunct Faculty

Clinical/adjunct appointments - CL

To be provided by the prospective faculty member or obtained by the hiring unit:

  • Immediate supervisor of an MCG non-faculty employee or administrative faculty member without academic rank who is recommended for a clinical/adjunct faculty appointment, writes a letter to endorse the non-paid faculty appointment.

AAMC Faculty Roster Form     

FT PT CL
 To be provided by the prospective faculty member:

  • Required by the School of Medicine for all Faculty Appointments. Please contact the Dean's Office for further instruction.

Faculty Parking Pre-Employment Application

FT PT

To be completed by the prospective faculty member:

  • The form should be printed and provided to each new faculty employee along with other pre-employment forms for their completion and return to the hiring departmental representative for appropriate processing.
  • The hiring department should fax the form to Public Safety-Parking Office upon return to the fax number indicated on the form.


Human Research Protection Pre-Employment Questionnaire
FT PT

To be provided by the prospective faculty member and faxed by the hiring unit:

  • The form should be printed and provided to each new faculty employee along with other pre-employment forms for their completion and returned to the hiring departmental representative for appropriate processing.
  • The form should be faxed to the appropriate contact as indicated on the form and submitted with the new appointment PAR.

Environmental Health & Safety Pre-Employment Questionnaire
FT PT

To be provided by the prospective faculty member and faxed by the hiring unit:

  • The form should be printed and provided to each new faculty employee along with other pre-employment forms for their completion and returned to the hiring departmental representative for appropriate processing.
  • If the new faculty employee has checked "yes" to any of the questions, the questionnaire must be faxed the Director of Environmental Health and Services prior to the effective date of appointment.  If "no" to all questions, the form should be submitted with the new appointment PAR.

 

Human Resources - Faculty Affairs
June 30, 2008