Employment

Access to Medical Records

Policy No: 
9.1
Type of Policy: 
Administrative
Effective Date: 
September 1993
Review Date: 
January 2015
Policy Owner: 
Human Resources
Contact Name: 
Kevin Merkel
Contact Title: 
Senior Director-Payroll and Total Rewards
Contact Email: 
Kevin.Merkel@ohr.gatech.edu
Policy Statement: 

The official personnel files are housed in the Office of Human Resources Records Department. Access to any medical records contained in personnel files is extremely limited. Medical information may be reviewed by 1) the employee, 2) Human Resources' staff members in the course of carrying out their job responsibilities, and 3) other individuals only if legally authorized to do so.

Georgia Open Records Act

An employee's medical records are removed prior to review of an employee's personnel file by his/her supervisor. The Georgia Open Records Act specifically excludes medical records from disclosure under the Act, as release of such information would constitute an invasion of personal privacy.

Approval of Resident Student Rates for Nonresident Employees

Policy No: 
13.1
Type of Policy: 
Administrative
Effective Date: 
September 1998
Last Revised: 
December 2012
Review Date: 
December 2015
Policy Owner: 
Legal Affairs and Risk Management
Contact Title: 
Policy Specialist
Contact Email: 
policylibrary@gatech.edu
Policy Statement: 

Georgia Tech follows BOR Policy 7.3.4 Out-of-State Tuition Waivers and Waiver of Mandatory Fees in approving resident student rates for non-resident employees.

Policy History: 
Revision DateAuthorDescription
12-2012Legal Affairs and Risk ManagementUpdate to policy

Business Casual Dress Policy for Summer and Fridays

Policy No: 
5.8
Type of Policy: 
Administrative
Effective Date: 
June 2000
Review Date: 
January 2019
Policy Owner: 
Human Resources
Contact Name: 
Kim Harrington
Contact Title: 
Assc-VP Human Resources
Contact Email: 
kim.harrington@ohr.gatech.edu
Policy Statement: 

It is the policy of the Georgia Institute of Technology that each employee's dress and grooming be appropriate for our work environment.

The normal dress code will be relaxed during the summer to provide a more practical and comfortable clothing standard. This policy will be in effect at the beginning of the summer semester and ending after the Labor Day holiday. Fridays throughout the year will be designated as Business Casual Dress Day. It is the intent that each employee may choose to wear less formal attire as long as clothing is in good taste and will not negatively affect the Institute's image.

Procedures: 

Acceptable personal appearance is an ongoing responsibility of each employee. Specifically, "common sense" should be the basic guideline and employees should not wear suggestive attire, athletic clothing, shorts, T-shirts, novelty buttons, baseball hats, and similar items of casual attire that do not present a businesslike image.

As always, supervisors are responsible for determining appropriate dress for each specific work situation or environment. Radical departures from conventional dress or personal grooming standards will not be permitted. When dealing with customers and the public, your attire should be consistent with a positive business image.

Exception

Employees whose jobs require them to wear uniforms and/or whose attire must meet prescribed safety standards are not covered by this policy.

Business Ethics

Policy No: 
5.1
Type of Policy: 
Administrative
Effective Date: 
January 1999
Review Date: 
January 2015
Policy Owner: 
Internal Auditing
Contact Name: 
Phil Hurd
Contact Title: 
Director-Internal Auditing
Contact Email: 
phillip.hurd@gatech.edu
Policy Statement: 

Georgia Tech policy is that the practice of accepting gifts or gratuities is unnecessary, undesirable, and contrary to the interest of the Institute.

Procedures: 

The purpose of this policy is to recognize the Institute's responsibility to maintain good relations with its suppliers and others with whom Georgia Tech may have business dealings, and to prevent gift-bearing businesses from interfering with and/or influencing employees.

Exactly what constitutes a conflict of interest or an unethical business practice is both a moral and a legal question. Georgia Tech recognizes and respects the individual employee's right to engage in activities outside of his or her employment which are private in nature and do not in any way conflict with or reflect poorly on the Institute. Management reserves the right, however, to determine when an employee's activities represent a conflict with the Institute's interests and to take whatever action is necessary to resolve the situation - including termination of employment.

It isn't possible in a general policy statement of this sort to define all the various circumstances and relationships that would be considered "unethical." The list below suggests some of the types of activity that would reflect in a negative way on the employee's personal integrity or that would limit his or her ability to discharge job duties and responsibilities in an ethical manner:

  1. Simultaneous employment by another business/organization, particularly if the other is a competitor.
  2. Carrying on Institute business with a firm in which the employee, or a close relative of the employee, has a substantial ownership or interest.
  3. Holding a substantial interest in, or participating in the management of, a firm to which the Institute does business with or makes purchases.
  4. Borrowing money from customers or firms, other than recognized loan institutions, from which our Institute buys services, materials, equipment, or supplies.
  5. Accepting substantial gifts or excessive entertainment from an outside organization or agency.
  6. Speculating or dealing in materials, equipment, supplies, services, or property purchased by the Institute.
  7. Participating in civic or professional organization activities in a manner whereby confidential Institute information is divulged.
  8. Misusing privileged information or revealing confidential data to outsiders.
  9. Using one's position in the Institute or knowledge of its affairs for outside personal gains.
  10. Engaging in practices or procedures that violate Board of Regents, Institute, or other state and federal laws regulating the conduct of the Institute.

REMEMBER: Employment by the Institute carries with it a responsibility to be constantly aware of the importance of ethical conduct. Employees must refrain from taking part in, or exerting influence in, any transaction in which their own interests may conflict with the best interests of the Institute.

Campus Disability Compliance

Policy No: 
8.15
Type of Policy: 
Administrative
Effective Date: 
June 1998
Last Revised: 
October 2014
Review Date: 
October 2017
Policy Owner: 
Human Resources
Contact Name: 
Thomas Vance
Contact Title: 
Compliance Advisor
Contact Email: 
thomas.vance@ohr.gatech.edu
Policy Statement: 

The Americans with Disabilities Act of 1990 (ADA) is the first comprehensive civil rights law to prohibit discrimination against people with disabilities on the basis of disability. Georgia Tech supports and complies with the provisions of the ADA. If you believe you have a disability and need an accommodation, please contact Georgia Tech's Compliance Advisor at 404-894-3249.

You may also reference the HR Web site for additional information: http://www.ohr.gatech.edu/ers/disability

Conflict of Interest

Conflict of Interest

Policy No: 
5.4
Type of Policy: 
Administrative
Effective Date: 
April 2004
Last Revised: 
May 2012
Review Date: 
May 2018
Policy Owner: 
Georgia Tech Research Corp. (GTRC)
Contact Name: 
Jeff Steltzer
Contact Title: 
Dir. Conflict of Interest Mgt.
Contact Email: 
jeff.steltzer@gtrc.gatech.edu
Reason for Policy: 

The purpose of this policy is:

  • To set forth acceptable parameters relating to possible conflicts of interest which may arise from the outside professional activities of an Institute employee;
  • To define and establish a mechanism to reduce, eliminate, or manage a situation that may pose a real or potential Conflict of Interest;
  • To ensure the integrity of research, education or business transactions of the Institute and to identify real or potential Conflicts of Interest;
  • To ensure that sponsored research at the Institute is conducted in compliance with regulations promulgated by the sponsor thereof including but not limited to the National Science Foundation and the National Institutes of Health as appropriate [Ref. NSF - Investigator Financial Disclosure Policy: October 7, 1996 http://www.nsf.gov/pubs/stis1996/iin117/iin117.txt, and NIH Guide – Objectivity in Research http://www.gpo.gov/fdsys/pkg/FR-2011-08-25/pdf/2011-21633.pdf]; and
  • To articulate activities that would be prohibited.
Policy Statement: 

State laws governing ethics and conflicts of interest are based on the premise that public employees are acting on behalf of government for the benefit of the public. As public employees of an institute serving the educational and public purposes of teaching, research, and professional service, there is an obligation to conduct research and official duties on behalf of the Institute in such a manner consistent with statutes and regulations. The avoidance of conflict of interest is vital to ensuring the integrity and objectivity in conducting and reporting research.

Overview
Based on State and federal law and regulations, the following two rules will be followed as a matter of Institute policy:

  1. Activities which constitute a Conflict of Interest where there is Significant Financial Interest are prohibited unless a plan to reduce, eliminate or manage the Conflict of Interest has been expressly approved in accordance with the provisions of this policy; and
  2. Activities which constitute a Conflict of Interest where there is a Substantial Interest are unlawful.

If you are a faculty member, you are governed by Policy 5.6 Conflict of Interest and Outside Professional Activity as defined in the Faculty Handbook.

If you are an employee conducting research, you are governed by Policy 5.6.4 Disclosure of Real or Potential Conflicts of Interest as defined in the Faculty Handbook.

Non-faculty members are not permitted to consult as defined and permitted under 5.6.5 of the Faculty Handbook.

Scope: 

All staff at the Georgia Institute of Technology should be aware of this policy.

Policy Terms: 
  1. Agency
    any agency, authority, department, board, bureau, commission, committee, office or instrumentality of the State of Georgia.
  2. Business
    any corporation, partnership, proprietorship, firm, enterprise, franchise, association, organization, self-employed individual, trust or other legal entity.
  3. Conflict of Commitment
    occurs when an Employee undertakes external commitments which burden or interfere with the Employee’s primary obligations to the Institute. Conflicts of Commitment may arise out of consulting arrangements or with an entrepreneurial interest when a faculty member is involved in a startup company.
  4. Conflict of interest Illustrative examples of such situations include, without limitation, the following situations:
    1. It reasonably appears that a significant financial interest could affect the design, conduct, or reporting of activities funded or proposed for funding by a sponsor; or
    2. The personal interest of an Employee or his or her Family may prevent or appear to prevent the Employee from making an unbiased decision with respect to the Employee’s employment with the Institute.
    • The Employee, or a member of his or her Family, has a significant financial interest in a business which transacts business with the Institute.
    • The Employee, or a member of his or her Family, has a significant financial interest in an entity that competes or may compete with the Institute for sponsored activities.
  5. Conflict of Interest Review Committee
    shall mean an advisory committee to the Executive Vice-President for Research that shall be composed of the Chief Legal Counsel, the Vice-President for Research, a representative for the student body, and a member of the general faculty appointed by the Executive Board of the Institute. In absence of a standing Committee the Executive Vice-President for Research shall appoint an ad hoc committee as dictated by the circumstance.
  6. Conflict of Interest Management Office
    (COI Office) shall mean the central office designated by the Institute to review all disclosures that present actual or perceived conflicts of interest. The COI Office works with the COI Review Committee and the Responsible Unit Official to ensure that any conflicts of interest are reduced, managed, or eliminated in conjunction with federal, state, and local regulations and Institute policy.
  7. Consulting
    any professional activity related to the person's field or discipline (e.g. consulting, speaking, scientific advisory boards, paid attendance at company meetings, expert witness services, etc), where a fee-for-service or equivalent relationship with a third party exists. Consulting includes organizing or operating any educational program outside Georgia Institute of Technology.
  8. Employee
    all Institute personnel who receive salary or wages from the Institute. Students and trainees are included if they receive pay from the Institute. Also included, by way of example without limitation, are Visiting Faculty and Scientists, Professors of the Practice, Affiliates, Adjunct Faculty, Emeritus Faculty (if they are engaged in part time work for pay), and Tech Temps.
  9. Family
    spouse or partner and dependent children [Georgia Official Code 45-10-20] and anyone who could reasonably be assumed to be family in the context of situations in which there may be the appearance of a Conflict of Interest stemming from an action of an Employee in combination with such persons.
  10. Full-time
    30 hours or more of work for the state per week for more than 26 weeks per calendar year.
  11. Individual Conflicts
    a Conflict of Interest that arises when an Employee has the opportunity to influence research, academic or Institute decisions in ways that could lead to personal financial gain. The financial gain may be derived from owning stock in a company that is sponsoring research, from ownership interest or employment in a company that may benefit as a licensee of an invention, or from the existence or expectation of entering into a consulting arrangement with a company sponsoring research.
  12. Institute/Institution
    the Georgia Institute of Technology.
  13. Institutional Conflicts
    occur when the Institute, or one of its affiliated entities such as the Georgia Tech Research Corporation, Georgia Tech Applied Research Corporation, Georgia Tech Foundation or Georgia Advanced Technology Ventures, has a financial stake in the outcome of its research programs or licensed technology. The conflict may arise out of an equity interest in a start-up that licenses technology from the Institute or in the nature of royalties to be earned from licensing such technology.
  14. Institutional Responsibilities/Institutional Obligations
    Investigator’s professional responsibilities on behalf of the Institution, including for example, activities such as research, research consultation, teaching, professional practice, Institutional committee memberships, and service on panels such as Institutional Review Boards or Data and Safety Monitoring Boards.
  15. Investigator
    the project director or principal investigator and any other person, regardless of title or position, who is responsible for the design, conduct, or reporting of research, which may include, for example, collaborators or consultants. If the research involves human subjects, it includes all personnel named in the protocol submitted to the Institutional Review Board. [NIH Guide - Financial Conflicts of Interest and Research Objectivity: Issues for Investigators and Institutional Review Boards, June 5, 2000 http://www.grants.nih.gov/grants/policy/coi/index.htm FDA "Guidance: Financial Disclosure by Clinical Investigators" (March 20, 2001) http://www.fda.gov/downloads/RegulatoryInformation/Guidances/UCM341008.pdf ].
  16. Part-time
    any amount of work other than full-time work.
  17. Public Official
    any person elected to state office or any person appointed to a state office where, in the conduct of such office, the person so appointed has administrative and discretionary authority to receive and expend public funds and to perform certain functions concerning the public which are assigned to him or her by law.
  18. Responsible Representative of the Institution
    the person designated by the Institute to oversee the solicitation and review of financial reporting statements from any Investigators who will be participating in Research. For purposes of this Policy, the Responsible Representative of the Institution is the Vice-President for Research or his/her designee(s).
  19. Responsible Unit Official
    the supervisor of the school, laboratory, or department of the person making a disclosure. For such supervisors, the Responsible Unit Official will be the person he or she reports to at the next supervisory level. For any other cases, it will be an individual designated by the Executive Vice-President for Research.
  20. Significant Financial Interest
    as defined in current Federal Regulations, means:
    1. A financial interest consisting of one or more of the following interests of the Investigator (and those of the Investigator’s spouse and dependent children) that reasonably appears to be related to the Investigator’s institutional responsibilities:
      1. With regard to any publicly traded entity, a significant financial interest exists if the value of any remuneration received from the entity in the twelve months preceding the disclosure and the value of any equity interest in the entity as of the date of disclosure, when aggregated, exceeds $5,000. For purposes of this definition, remuneration includes salary and any payment for services not otherwise identified as salary (e.g., consulting fees, honoraria, paid authorship); equity interest includes any stock, stock option, or other ownership interest, as determined through reference to public prices or other reasonable measures of fair market value;
      2. With regard to any non-publicly traded entity, a significant financial interest exists if the value of any remuneration received from the entity in the twelve months preceding the disclosure, when aggregated, exceeds $5,000, or when the Investigator (or the Investigator’s spouse and dependent children) holds any equity interest (e.g., stock, stock option, or other ownership interest); or
      3. Intellectual property rights and interests (e.g., patents, copyrights), upon receipt of income related to such rights and interests.
    2. The term significant financial interest does NOT include the following types of financial interests:
      1. salary, royalties, or other remuneration paid by the Institution to the Investigator if the Investigator is currently employed or otherwise appointed by the Institution;
      2. intellectual property rights assigned to the Institution and agreements to share in royalties related to such rights
      3. income from investment vehicles, such as mutual funds and retirement accounts, as long as the Investigator does not directly control the investment decisions made in these vehicles;
      4. income from seminars, lectures, or teaching engagements sponsored by a federal, state, or local government agency, an Institution of higher education as defined in 20 U.S.C. 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an institution of higher education;
      5. income from service on advisory committees or review panels for a federal, state, or local government agency, or an Institution of higher education as defined at 20 U.S.C. 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an institution of higher education.
    3. Investigators who receive US Public Health Service funding (e.g. NIH) or a subcontract from another entity that receives funds from a US Public Health Service funding agency, also must disclose the occurrence of any reimbursed or sponsored travel, related to their institutional responsibilities; provided, however, that this disclosure requirement does not apply to travel that is reimbursed or sponsored by a federal, state, or local government agency, an Institution of higher education as defined at 20 U.S.C. 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an Institution of higher education. The disclosure must include the purpose of the trip, the identity of the sponsor/organizer, the destination, and the duration. Please refer to http://coi.research.gatech.edu/ for answers to frequently asked questions.
  21. Sponsored travel
    travel expenses that are paid on behalf of the Investigator and not reimbursed to the Investigator so that the exact monetary value may not be readily available.
  22. Substantial Interest
    is “the direct or indirect ownership of more than 25 percent of the assets or stock of any business.” [Official Code of Georgia 45-10-20]. An Employee, alone or in combination with Family, may not have an ownership interest of more than 25% of the assets or stock in any business which Transacts Business with the State of Georgia including the Institute. Therefore caps of 24.9% are placed on the percentage of ownership an Employee, alone or in combination with Family, may have in any business which Transacts Business with the Institute. Ownership interests below this cap may be managed as provided in this policy.
  23. Transact Business or Transact any Business
    to sell or lease any personal property, real property, or services on behalf of oneself or on behalf of any third party as an agent, broker, dealer, or representative and means to purchase surplus real or personal property on behalf of oneself or on behalf of any third party as an agent, broker, dealer, or representative..

 

Procedures: 

Activities Not Considered "Consulting"

  1. Publication
    Scholarly communications in the form of books, movies, television productions, art works, etc. though frequently earning financial profit for a non-faculty member and for another party (e.g., publisher), are not viewed as consultation.
  2. Professional Service
    Service on national commissions, advisory bodies for governmental agencies and boards, granting agency peer review panels, visiting committees or advisory groups to other universities, and on analogous bodies is not considered to be Consulting. The fundamental distinction between these activities and consulting is that they are public or Institute service. Although participants may receive an honorarium or equivalent, these professional service activities are not undertaken for personal financial gain.
  3. "Moonlighting"
    Employee may pursue a variety of endeavors for financial profit that are not directly related to the person’s field or discipline. These efforts are part of the non-faculty member's private life and do not come under Institute regulation for this consulting policy. Such endeavors may be pursued only after the primary commitment to the Institute has been fulfilled and upon prior approval from a Responsible Unit Official of the Institute.

Use of Georgia Institute of Technology Facilities
In competing for consulting, employees are not to take advantage of their access to Institute facilities. State law precludes Institute employees from using State facilities or property for personal gain or benefit. The facilities and services of the Institute may not be used in connection with compensated outside work, except in a purely incidental way. This is not envisioned to exclude contracts with the Institute for the use of facilities or services such as the Computer Center or the Library or other facilities for which cost centers have been established.

Consulting Services for Other State Offices
As a general rule employees of the Institute may not receive compensation for services performed for other state offices. [Official Code of Georgia 45-10-20]

Employees of one State agency may teach or work as consultants for another state agency provided the work falls within one of the following classifications and provided the conditions stated below are met.

Employees of one state agency may teach or work as consultants for another state agency if the transaction involves part-time employment by the state agency seeking consulting services of a chaplain, fireman, any person holding a doctorate or master's degree from an accredited college or university, a licensed physician, dentist, psychologist, registered nurse or a licensed practical nurse, or veterinarian.

The chief executive officer of the department or agency desiring to obtain the services of a person falling within the class of exceptions shall certify in writing the need for the services and shall set forth why the best interest of the state will be served by obtaining the part-time services of such a person in lieu of obtaining such services from a person not presently employed by the State.

The chief executive officer of the department or agency employing the person in the class of exceptions shall certify in writing that the person whose services are desired is available to perform such services, that the performances of such services will not detract nor have a detrimental effect on the performance of the person's employment, and, where appropriate, that the part-time employment of this person will be in the best interest of the State.

The two departments or agencies involved will then agree on the procedures under which the employee shall perform the additional services. The agreement shall specify the means of employment, whether as a part-time employee or as a consultant, the compensation, and other pertinent details and conditions of the employment relationship. The agreement may be terminated at any time by either of the parties to the agreement.

Prohibited Activities
No employee shall undertake any activity which constitutes a conflict of interest except as may be expressly approved and/or managed pursuant to the provisions of this policy.

It shall be unlawful for any full-time employee, for himself or herself, or on behalf of any business, or for any business in which such employee or member of his or her family has a substantial interest to transact any business with the agency by which such employee is employed; provided, however, that neither this section nor any other provision of law shall prevent full-time employees of the Board of Regents of the University System of Georgia from serving as members of governing boards of private, nonprofit, educational, athletic, or research related foundations and associations which are organized for the purpose of supporting institutions of higher education in this state and which in furtherance of this purpose may transact business with such institutions or with the Board of Regents of the University System of Georgia.

Except as expressly permitted by law, it shall be unlawful for any part-time employee, for himself or herself, or on behalf of any business, or for any business in which such employee or member of his or her family has a substantial interest to transact any business with the agency by which such employee is employed. See Official Code of Georgia Annotated Section 45-10-20 et seq.

Disclosure to the State of Georgia
Except as provided in subsection (b) of the Official Code of Georgia Annotated Section 45-10-26, any Public Official or Employee whether for himself or herself, or on behalf of any Business, or any Business in which such Public Official or Employee or any member of his Family has a Substantial Interest who transacts business with the state or any agency thereof, shall disclose such transactions. Such disclosure shall be submitted prior to January 31 each year to the Secretary of State on such forms as he or she shall prescribe and shall include an itemized list of the previous year's transactions with the dollar amount of each transaction reported and totaled. Such disclosure statements shall be public records. [Official Code of Georgia 45-10-26]

Disclosure to the Institute
Every employee of the Institute, including all who participate in outside professional activities and/or sponsored research must complete an annual disclosure using the online Conflict of Interest system. In answering the questions, if an employee has indicated an actual or potential conflict, the system will notify the COI Office for review. Employees must update their disclosures on an ongoing basis when circumstances change.

Disclosure to Sponsors
Any person involved in the design, conduct, or reporting of research (technical and financial) or educational activities proposed for funding by a sponsor must complete the Investigator Financial Interest In Research Report via the online Conflict of Interest System disclosing any potential or actual Significant or Substantial Financial interests of the employee (including those of the Employee’s Family). (See http://coi.research.gatech.edu/ for this system.) Disclosures should include, but is not limited to:

  1. Performance or business transactions related to the sponsored activity;
  2. Equity interests in or fees from either the sponsor of the research or a subcontractor;
  3. Intellectual property rights.

Each such Disclosure needs to be updated via the online system by the employee during the life of any award, as new Significant or Substantial Financial Interests are recognized.

In completing a disclosure on the Conflict of Interest Online System, the employee is certifying to the following:

"In submitting this form I affirm that the above information is true to the best of my knowledge and I certify that I have read and understood the Conflict of Interest and Outside Professional Activity Policy as set forth in the Georgia Institute of Technology Faculty Handbook, that I have made all required disclosures, and that I will comply with any conditions or restrictions imposed by the Institute to manage, reduce or eliminate conflicts of interest."

In any proposal submitted to a potential sponsor, the Office of Sponsored Programs is responsible for certifying that the Institute has implemented a written and enforced conflict of interest policy that is consistent with the provisions of Grant Policy Manual Section 510 of the National Science Foundation, the National Institutes of Health Guide for Objectivity in Research and other applicable sponsor regulations. In submitting the proposal, the Office of Sponsored Programs certifies that to the best of their knowledge all financial disclosures required by such conflict of interest policy have been made and that all identified conflicts of interest will have been satisfactorily managed, reduced or eliminated prior to the Institute’s expenditure of any funds under the award, in accordance with the Institute’s Conflict of Interest and Outside Professional Activity Policy.

Disclosure to the Institutional Review Board
Investigators submitting protocols to the Institutional Review Board (IRB) for the use of human subjects in research or other activities shall disclose any and all Significant Financial Interests that may appear to affect the design, conduct or reporting of such research. It is imperative that Investigators fully disclose to the IRB an ownership interest in any Business proposing to test any drug, device or other technology with human subjects or any potential financial interest in such technology that the Investigators, or the Investigators Family might have. The IRB, in collaboration with the COI Office, shall conduct an independent review and may or may not impose restrictions, including denial of approval for the protocol, as it deems is in the best interest of the subjects and the Institute.

Disclosure to Students
Special care needs to be taken when dealing with students involved in research so that a potential or actual Conflict of Interest does not adversely affect their education, i.e. their ability to graduate or publish. Prior to retaining students on research projects that may involve a potential or actual Conflict of Interest, the Investigator and senior personnel will disclose to the student as well as to the COI Office and Responsible Unit Official, any interests in outside companies that may be perceived to benefit from the student’s research. Should a conflict of interest exist, the COI Office, the Responsible Unit Official, the conflicted Investigator, and the Conflict of Interest Review Committee, will design a conflict management plan to manage, reduce or eliminate the conflict prior to the student’s involvement in the project pursuant to the procedure provided for in Section 5.6.4.

Review of Financial Disclosures and Resolution of Conflicts of Interest
When a financial disclosure or report of a conflict of interest is made via the online Conflict of Interest module and forwarded to the COI Office, the COI Office reviews the disclosure per the COI Office Procedures.

Should an actual or apparent conflict of interest exist, the COI Office and the Conflict of Interest Review Committee will design a conflict management plan to manage, reduce or eliminate the conflict prior to the Institute's expenditure of any such funds.

In developing a management plan, the COI Office and the Conflict of Interest Review Committee will work with the conflicted employee and with the Responsible Unit Official and will consider the relationships between the employee and the Institute to ensure adequate conditions or restrictions are in place to manage, reduce or eliminate the conflict(s).

Such conditions may include, without limitation:

  1. Public disclosure of significant financial interests;
  2. Monitoring of research by independent reviewers;
  3. Modification of the research plan;
  4. Disqualification from participation in the portion of the sponsor funded research that would be affected by the Significant or Substantial Financial Interests;
  5. Divestiture of Significant or Substantial Financial Interests; and/or
  6. Severance of relationships that create actual or potential conflicts.

Conflict management plans and/or restrictions must be in writing and forwarded to the conflicted employee and the Responsible Unit Official(s). The COI Office and the Responsible Unit Officials will monitor compliance with the plan. A copy of the plan and relevant documentation will be maintained in the COI Office.

Upon recommendation by a Responsible Unit Official, the Conflict of Interest Review Committee may determine a) that imposing conditions or restrictions would be ineffective or b) that any potential negative impacts which may arise from a Significant or Substantial Financial Interest is outweighed by interests of scientific progress, technology transfer, or the public health and welfare. In such cases, the Responsible Unit Official and the Conflict of Interest Review Committee may recommend to the Provost that the Institute allow research to go forward provided that any conflict management plan includes ongoing monthly review by the Responsible Unit Official and the Conflict of Interest Review Committee.

Notwithstanding the foregoing, nothing herein shall permit the Institute to authorize an activity that is contrary to the laws of the State of Georgia, federal regulations, or other restrictions imposed by regulation or contract by research sponsors. Furthermore, no activity involving human subjects may be authorized that has not been approved by the Institutional Review Board which in compliance with 45CFR46 may, in its sole discretion, deny such approval.

Should the Responsible Representative of the Institution find that the Institute is unable to satisfactorily manage a conflict of interest prior to the Institute's expenditure of any such funds, the Responsible Representative of the Institution shall immediately notify the COI Office and the Office of Sponsored Programs.

All determinations made or actions taken by the COI Office, and/or the Conflict of Interest Review Committee shall be in writing and together with all financial disclosures made hereunder, be maintained until at least three years after the later of the termination or completion of the award to which they relate, or the resolution of any government action involving those records. If the Investigator is engaged in any research or other sponsored activity supported by the Department of Health and Human Services including but not limited to the National Institutes of Health, the Responsible Representative of the Institution shall forward this information to the sponsor in compliance with regulation.

Written management plans must be reviewed annually or upon a change in circumstances affecting the plan and appropriate disclosures should continue during the ongoing management of any conflict.

Conflict of Interest Training Requirements
Conflict of interest training is required for all Investigators before engaging in funded research and every four years thereafter.

Penalties
Any employee who violates this policy shall be subject to disciplinary action up to and including dismissal.

There are also sanctions under State law [Official Code of Georgia Section 45-10-28] as described in the following paragraphs.

Any appointed public official or employee who violates Official Code of Georgia Annotated Section 45-10-23 ("Full-time employees prohibited from transacting business with own state agency; exception to prohibition for Board of Regents employees"), Section 45-10-24 ("Part-time public officials with state-wide powers prohibited from transacting business with any state agency; part-time employees prohibited from transacting business with own state agency; exceptions to prohibitions"), or Section 45-10-26 ("Public officials and employees to file yearly disclosure statements concerning business transactions with state; statements to be public records") shall be subject to:

  • Removal from office or employment;
  • A civil fine not to exceed $10,000.00; and
  • Restitution to the state of any pecuniary benefit received as a result of such violation.

Any business which violates Code Section 45-10-23, 45-10-24, or 45-10-26 shall be subject to:

  • A civil fine not to exceed $10,000.00; and
  • Restitution to the state of any pecuniary benefit received as a result of such violation.
Responsibilities: 
PartyResponsibility
The responsibilities each party has in connection with Conflict of Interest are:
Conflict of Interest Management OfficeEnsure compliance with policy.
Office of Legal AffairsOffer assistance with policy interpretation.

 

Consultant Services within the University System

Policy No: 
8.13
Type of Policy: 
Administrative
Last Revised: 
December 2012
Review Date: 
December 2015
Policy Owner: 
Legal Affairs and Risk Management
Contact Title: 
Policy Specialist
Contact Email: 
policylibrary@gatech.edu
Policy History: 
Revision DateAuthorDescription
12-2012Legal Affairs and Risk ManagementUpdate to policy

Nepotism (Employment of Relatives)

Policy No: 
8.37
Type of Policy: 
Administrative
Effective Date: 
August 2001
Review Date: 
August 2018
Policy Owner: 
Human Resources
Contact Name: 
Eric White
Contact Title: 
Workforce Strategy
Contact Email: 
eric.white@ohr.gatech.edu
Policy Statement: 

The basic criteria for hiring and promotion of faculty and staff at Georgia Tech shall be appropriate qualifications and performance as set forth in the policies of the Board of Regents, and incorporating certain requirements of the Institute. Relationship by family or marriage shall constitute neither an advantage nor a disadvantage, provided the individual meets and fulfills the appropriate University System/GIT hiring and promotion standards.

Regents' Policy 8.2.3--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. As used herein, "line of authority" shall mean authority extending vertically through one or more organizational levels of supervision or management.

Note: This policy does not apply to children working temporary or part-time under age 25; nor any individual as of February 14, 1990, then holding a superior position at least one level of supervision removed.

Relatives are defined as husbands and wives, parents and children, brothers, sisters, and any in-law of any of the foregoing.

Exceptions

Exceptions must be approved by the Board of Regents upon recommendation of the Chancellor as being clearly in the best interest of the Institute and the University System.

Political and Occupational Outside Activities

Policy No: 
8.17a
Type of Policy: 
Administrative
Effective Date: 
July 1983
Last Revised: 
December 2012
Review Date: 
December 2015
Policy Owner: 
Legal Affairs and Risk Management
Contact Title: 
Policy Specialist
Contact Email: 
policylibrary@gatech.edu
Policy Statement: 

Georgia Tech employees shall follow BOR Policy 8.2.15 Outside Activities.

Policy History: 
Revision DateAuthorDescription
12-2012Legal Affairs and Risk ManagementUpdate to policy

Fair Labor Standards Act (FLSA)

Policy No: 
4.9
Type of Policy: 
Administrative
Effective Date: 
January 2017
Last Revised: 
October 2016
Review Date: 
January 2020
Policy Owner: 
Human Resources
Contact Name: 
Julie Joyce
Contact Title: 
Sr. Director, HRBPs & Employee Relations
Contact Email: 
Julie.Joyce@ohr.gatech.edu
Reason for Policy: 
To establish Institute policies and procedures that comply with the Fair Labor Standards Act (FLSA) of 1938, which establishes minimum wage, overtime pay, recordkeeping, and youth employment standards affecting full time and part-time workers in the private sector and in federal, state, and local governments.
Policy Statement: 
The FLSA establishes minimum wage, overtime pay, recordkeeping, and youth employment standards affecting employees in the private sector and in federal, state, and local governments. Georgia Tech will provide compensation for the established workweek for employees covered by the provisions of the Fair Labor Standards Act. Georgia Tech also reserves the right to institute any processes and procedures necessary for complying with relevant state law(s).
Scope: 
The policy applies to all departments, all faculty, staff, and student employees.
Procedures: 

Exempt/Non-Exempt Status

Federal and state laws require that overtime must be paid for certain, but not all, jobs. The federal law is the Fair Labor Standards Act (FLSA).

The term “exempt” refers to jobs that are excluded from these overtime requirements. This means that employees are not entitled to (or exempt from) overtime pay, regardless of how many hours are worked.

The term “non-exempt” refers to jobs that are not exempt from legal overtime requirements. This means that employees in non-exempt jobs are entitled to overtime pay for all time worked beyond forty (40) hours in a work week. 

In accordance with the FLSA, whether a job is classified as exempt or non-exempt depends on the content of the job. It does not depend on how the employee (or the manager) wants the job classified. Human Resources, with advice from the Office of Legal  Affairs, makes the final determination as to whether a job is exempt or non-exempt, based on an evaluation of the job as compared to federal regulations.

Overtime Compensation

The overtime rate of compensation is 1.5 times the regular hourly rate for each hour worked over forty (40) hours in a “work week” or Regular Rate (RR) X 1.5 X Overtime hours (OT) = Overtime pay due.  (Example: a non-exempt employee’s regular rate of pay is $10.00 per hour.  He or she worked 10 hours of overtime in a regular work week.   Thus, $10.00 x 1.5 x 10 = $150.00 (overtime pay due).)  Georgia Tech defines the “work week” as beginning on Thursday at 12:01 a.m. and ending at midnight on the following Wednesday.

Departments at the Institute may grant compensatory time in lieu of payment for overtime, if the employee agrees to accept compensatory time.  See the section below titled “Compensatory Time” for additional procedures in using this payment option.

Based on the needs of the department, some overtime may be a condition of employment or continued employment. It is to be expected that some departments may engage in temporary periods of mandatory overtime as a result of workload and in order to meet expected outcomes.  In other situations, a job's work schedule may be different from the typical Institution workweek so that evening and weekend coverage can be provided without the Institution having to incur the expense of overtime pay. Managers are responsible for informing employees about the needs of the unit and each employee's expected schedule in a timely fashion.

Breaks and Meal Times

Both exempt and non-exempt employees are encouraged to take occasional breaks or a meal period as reasonable.  Managers and supervisors will generally designate any authorized breaks and meal times for each employee’s position and schedule.  Non-exempt employees are encouraged to take a daily meal period of thirty (30) minutes or more and are encouraged to use this time as personal time where work for the Institute is not expected.

Time spent working should be recorded as such even if worked during a designated meal time.  Time spent not working for a period of approximately twenty (20) minutes or more, i.e., a “break” period, should not be recorded as time worked.

Note that state law varies as to meal and break time requirements and to the extent it is in conflict with the above, the Institute complies with state law.

Calculating Overtime

For purposes of calculating overtime, only hours actually worked will be considered. Vacation, holiday, sick, compensatory time and other leave times granted by the Institute will not factor into the overtime calculation.

Timekeeping

Employees in non-exempt jobs are required to submit daily time records.  Any employee or supervisor who falsifies any time record, application for leave, and the like, is subject to disciplinary action, up to and including termination. 

Travel Time

When a non-exempt employee is traveling, managers should meet with them to review and approve the travel itinerary (including, but not limited to, meeting schedule, route, and mode of transportation) and confirm what are considered working hours in accordance with University System of Georgia (USG) and Institute policies and Department of Labor (DOL) regulations.  All compensable hours worked during the travel period must be recorded and reported to ensure an accurate calculation for payroll purposes.

For additional guidance, please see Compensation for Travel Time Guide for Overtime-Eligible Employees [Include Link].

Approvals

Supervisors and managers are expected to monitor the use and impact of overtime on their department to ensure employees are consistently completing work in a reasonable amount of time, as well as ensure that employees are not working unauthorized overtime. 

Overtime-eligible employees must obtain approval from their direct supervisor for overtime before it is actually worked.  Non-exempt employees must be compensated for all overtime hours worked regardless of whether such time was requested in advance. Employees who work overtime without supervisor authorization or fail to report accurately all hours of work are subject to disciplinary action, up to and including termination of employment.

Compensatory Time

Compensatory time, or “comp time,” is an alternate way of paying for overtime worked. Instead of paying an employee overtime for work done over the time allotted in the normal work week, an employee’s department can allow one hour and a half of time off for each hour of overtime worked. This time may be used in emergencies, or scheduled and approved for personal use.

Comp time should not be confused with flexible working arrangements (including “flextime”) that allow employees to work a schedule with variable arrival, departure and/or lunch times (see Flexwork Arrangements, Policy 8.65). Flexible working arrangements (or “flexwork arrangements”), if approved, allow the Institute to enable employees to serve customers, meet Institute and departmental goals, and balance personal and professional responsibilities.  Comp time strictly refers to compensation for overtime worked.

Supervisors, with departmental approval, may grant comp time instead of overtime pay to non-exempt employees. The choice of comp time must be made in advance and documented by an agreement between the supervisor and employee. (LINK to FORM.)  Approved comp time is subject to a two hundred and forty (240)-hour maximum accumulation.  Employees are required to use accrued comp time prior to using other earned/accrued leave.

Employees who have reached the comp time maximum must receive a cash payment for any additional overtime.  Additionally, all comp time balances on record as of the last full pay period of the fiscal year must be paid out as well.  Such payment shall be at the employee’s regular earnings rate at the time the payment is made. 

Employees terminating from the Institution or transferring to a new department or other USG institution will receive a comp time payoff from the department in which they earned the compensatory time. The payoff will be calculated based on the employee's current rate of pay.

An employee’s request to use their comp time earned is approved utilizing the same process used for vacation. 

Pay for All Time Worked

Institute policy and practice is to accurately compensate employees in compliance with state and federal laws. If an overtime eligible employee works more than forty (40) hours in a workweek, he or she will receive additional pay (or comp time as previously agreed upon with his or her supervisor).  To ensure that employees are paid properly for all time worked, an overtime eligible employee must record correctly all work time and review his or her pay records to promptly identify and report errors.  Employees also must not engage in off-the-clock or unrecorded work.

      To Report Violations of This Policy, Communicate Concerns, or Obtain More Information

It is a violation of Institute policy for any employee, including management, to falsify a time record. It is also a serious violation of Institute policy for any employee or manager to instruct another employee to incorrectly or falsely report hours worked or alter another employee’s time record to under- or over-report hours worked. 

Employees are prohibited from committing the following actions: (1) incorrectly or falsely under- or over-reporting hours worked, (2) altering another employee’s time record(s) to inaccurately or falsely reporting that employee’s hours worked, or (3) concealing any falsification of time records.  If any employee is instructed or encouraged to violate this policy, he or she should report it immediately to the Sr. Director, HRBPs and Employee Relations or may submit his or her concern on an anonymous (or otherwise) basis through the Ethicspoint system at http://www.ethicspoint.com or call 1.866.294.5565. 

Non-exempt employees should not work any hours outside of their scheduled work day unless their supervisor has authorized the unscheduled work in advance.  Employees should not start work early, finish work late, work during a meal break or perform any other extra or overtime work unless authorized to do so and that time is recorded. Employees are prohibited from performing any “off-the-clock” work. “Off-the-clock” work means work performed but not recorded as time worked.  Any employee who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to and including discharge.

An employee with questions about pay deductions or the accuracy of his or her pay record should contact his or her supervisor immediately.  If the employee’s supervisor is not available or the employee believes it would be inappropriate to contact that person (or if the employee has not received a prompt and fully acceptable reply within three business days), the employee should contact the Sr. Director, HRBPs and Employee Relations or may submit his or her concern on an anonymous (or otherwise) basis through the Ethicspoint system at http://www.ethicspoint.com or call 1.866.294.5565. 

Every report will be fully investigated and corrective action will be taken, up to and including discharge of any employee(s) who violates this policy. 

In addition, the Institute will not allow any form of retaliation against individuals who report alleged violations of this policy or who cooperate in the Institute’s investigation of such reports.  Any form of retaliation in violation of this policy will result in disciplinary action, up to and including discharge.

Minimum Wage

Effective July 24, 2009, the FLSA requires a minimum wage of $7.25 per hour to be paid to all employees covered under the Act.

Child Labor

The FLSA prohibits the employment of children of certain ages and in certain hazardous occupations.  It also establishes certain hours during which children may or may not work.

Exceptions to Policy

The policy outlined above applies to all units of the Institute. Any exceptions to policy must be approved by the AVP of Human Resources. Questions about the policy's administration can be directed to your Human Resources Representative/Contact.

Enforcement: 

Description of potential repercussions for those within policy scope who are found in violation of the policy.  As much as possible, there should be a prescribed set of consequences for the various types and frequency of noncompliance that may occur.

Optional: To report suspected instances of noncompliance with this policy, please visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Policy History: 
Revision Date Author Description
October 2016 Human Resources Revisions to procedures
     

 

General Work Rules

Policy No: 
5.9
Type of Policy: 
Administrative
Effective Date: 
June 2006
Last Revised: 
July 2015
Review Date: 
October 2017
Policy Owner: 
Human Resources
Contact Name: 
Thomas Vance
Contact Title: 
Strategic Performance Consultant
Contact Email: 
thomas.vance@ohr.gatech.edu
Policy Statement: 

It is important that each employee's conduct and performance support and promote Institute and department goals. Review the following rules to serve as a guide in achieving these goals:

Major Rule Violations
Major offenses include any willful, deliberate violation of Institute or safety rules of such a degree that continued employment of the individual may not be desirable. The following are examples of some offenses that may subject an employee to immediate discharge without warning:

  1. Any negligent act that might endanger the safety or lives of others or that might result in damage to or destruction of Institute property.
  2. Insubordination or refusal to perform work assignments properly.
  3. Willful, deliberate, or repeated violations of safety rules.
  4. Willfully falsifying any Institution records.
  5. Leaving Georgia Tech premises during working hours without permission of a supervisor.
  6. Deliberately abusing, destroying, damaging, or defacing Institute property or the property of others on Georgia Tech premises.
  7. Gambling, possession or use of liquor or narcotics, or the unlawful possession of firearms or other dangerous weapons on Institute premises.
  8. Fighting on Georgia Tech premises.
  9. Failure to return to work on expiration of vacation or leave of absence.
  10. Disclosure of confidential Institute information to unauthorized persons.
  11. Taking Institute or other employee's property for one's own use.
  12. Repeated failure to meet financial obligations.
  13. Sexual misconduct.
  14. Failure to cooperate fully in an authorized internal investigation.

Minor Rule
Rule violations of a minor nature include violations that may affect the continuity, efficiency of safety or work and will not be tolerated if repeated. Minor rule violations may result in either verbal or written warnings to the employee; however, repeated violations could lead to suspension and possibly termination. The following are examples of minor rule violations that may result in either verbal or written warnings to the employee:

  1. Excessive tardiness or absenteeism.
  2. Failure to notify the supervisor within the first two hours after start of shift on first day of absence.
  3. Failure to observe department working-hour schedules.
  4. Unsatisfactory work performance.
  5. Loafing or other abuse of time during assigned working hours.
  6. Interfering with another employee's performance of duties.
  7. Leaving regularly assigned work location without notifying the immediate supervisor (personal needs excepted).
  8. Performing unauthorized personal work on Georgia Tech time.
  9. Defacing bulletin boards or notices posted thereon.
  10. Minor violations of safety rules.
  11. Using Institute resources for personal work.
  12. Using any tobacco product anywhere on the Institute’s property as prohibited by the Board of Regents’ Tobacco and Smoke-Free Campus Policy.

The above lists are not intended to be all inclusive.

Georgia is an employment at will state. Cause is not necessary to terminate employment.

Hiring

Benefits Orientation and NH Orientation

Policy No: 
8.39
Type of Policy: 
Administrative
Effective Date: 
March 2006
Review Date: 
February 2015
Policy Owner: 
Human Resources
Contact Name: 
Kevin Merkel
Contact Title: 
Senior Director-Payroll and Total Rewards
Contact Email: 
Kevin.Merkel@ohr.gatech.edu
Policy Statement: 

Georgia Tech offers a two-part orientation for new employees. The Office of Human Resources provides a Benefits Orientation for new employees, while the Office of Organizational Development provides a general New Employee Orientation. It is beneficial for new employees to attend both orientation events.

Benefits Orientation

During this orientation the Office of Human Resources explains benefits options. The employee will complete essential benefits paperwork to enroll in selected insurance programs and other related benefits documents. The Benefits Department at (404) 894-1417 should be contacted immediately if a new employee is unable to attend the benefit orientation program. Employees must enroll in the Institute’s group insurance products within 30 days of their employment.

New Employee Orientation

The Office of Organizational Development offers general New Employee Orientation monthly. To best become oriented to a new organization it is critical to understand its traditions, history, future plans, and organizational culture. It is also imperative to be familiar with the organizational structure and how one’s department fits into the structure as a whole. In addition to these components, the orientation includes a short walking tour and a bus tour of the campus. An information overview is provided about key campus departments.

Procedures: 

On the employee’s first day of employment, he/she should visit the Office of Human Resources to complete tax and employment forms. The Benefits Department schedules new employees for the benefits orientation. The Benefits Department will provide a “new employee packet” containing essential information. Employees schedule the new employee orientation with the Office of Organizational Development at (404) 894-1146.

Note: These orientation programs are not designed to replace specific department orientation programs. Each department is encouraged to continue to acquaint their new employees with their work areas, departmental organization, and specific job responsibilities, etc.

Questions concerning scheduling of employees for the orientation programs should be directed to the Benefits Department, (404) 894-1417.

Questions concerning the content of the general orientation should be directed to the Office of Organizational Development, (404) 894-1146.

Classified Personnel

Policy No: 
8.7
Type of Policy: 
Administrative
Effective Date: 
March 2005
Last Revised: 
March 2014
Review Date: 
March 2017
Policy Owner: 
Human Resources
Contact Name: 
Charvette Webb
Contact Title: 
Talent Acquisition Manager
Contact Email: 
charvette.webb@ohr.gatech.edu
Policy Statement: 

When a new position is created or when an authorized position becomes vacant, a Job Requisition Form must be completed by the appropriate department and sent to the Compensation or Talent Acquisition, respectively, when ready to fill. The Job Requisition Form is also accessible through the OHR website: www.ohr.gatech.edu in the ‘Downloaded Forms’ section.

Procedures: 

Job Requisition

Departments who wish to fill a vacant position must complete and submit to OHR/Compensation a Job Requisition Form. The Job Requisition Form should be filled out completely. The hiring range (minimum to midpoint) should be documented and any unusual hours should be noted such as overtime or shift work. You must document on the job announcement if applicant testing (drug, background, credit or skills test) is required. The description of duties and requirements must be stated in specific terms, not in the broad sense such as those in the Board of Regents description. A careful distinction should be made between basic qualifications (an absolute necessity to adequately perform the job) and preferred qualifications (that which would enhance ones job performance beyond the minimum).

Compensation will write a brief summary of the vacant position (to include duties, education, experience and hiring range). When the announcement has been advertised, Compensation should be informed immediately if editing is required.

Physical Requirements

Under the Physical Requirements section of the Job Requisition Form, the essential job functions must be listed, such as prolonged standing, bending, reaching, walking, weight lifting, etc.

Job Bulletin

For new positions, after the job requisition has been reviewed, edited and approved by Compensation, it is sent to the department for submision to Talent Acquisition and assigned to a Recruiting Consultant. The advertising process then begins. The job bulletin is updated daily and may be accessed in the Office of Human Resources receptionist area or on the OHR website:www.ohr.gatech.edu. Jobs may be added and deleted from the job bulletin daily.

The Bulletin Process

The posting date is not restricted to Monday through Friday. It may begin any day of the week. A position can be posted one of three ways:

External

Requires the job to be posted on the Georgia Tech website for a minimum of five business days (external and internal applicants may apply).

Internal

Requires the job to be posted on the Georgia Tech website for a minimum of five business days (only internal applicants may apply).

Departmental

Must be placed in a conspicuous place within the hiring department for a minimum of five days (only employees within the department may apply, including students and Tech Temps).

Normally, a job is first posted internal to the department unless another posting option is requested or if a position is underutilized. If a position is underutilized for females or minorities it is required to be posted external a minimum of five business days. The hiring manager may request an exception, by separate correspondence, through the Talent Acquisition, to the Employee Relations Services (ERS) Director. Talent Acquisition will communicate to the hiring manager, the status of the exception ASAP. Exceptions should include bonafide job related reasons. If you are considering a minority for the vacant position an exception may be given.

If the position is underutilized Talent Acquisition will advise the hiring manager to make a good faith effort to ensure a diverse pool of applicants. Talent Acquisition will discuss outreach activities with the hiring manager.

Talent Acquisition will contact Employee Relations Services and advise of the underutilization and recruiting strategy. During this period, no resumes will be referred to the hiring manager.

ERS will review the applicant pool weekly and determine within the second week of posting, if the applicant pool is diverse. If the applicant pool is not approved, Talent Acquisition will notify the hiring manager that resumes cannot be referred until additional good faith efforts are made. This process continues until a diverse applicant pool is established or a reasonable effort has been made to attract a diverse applicant pool.

When ERS approves a diverse pool of applicants Talent Acquisition is given permission to proceed with forwarding all qualified resumes to the hiring manager.

The hiring manager is also encouraged to utilize a diverse selection team or committee (2 or more employees, preferably including women and/or minorities) in the hiring process.

Newspaper Advertising

OHR assists in the preparation/composition of ads. The hiring manager may write the ad; however, Talent Acquisition must review the copy for ERS and University policy compliance. Advertisements should always include the phrase “GT is an EEO/AA Employer”. All ads must be consistent, specifically the requirements and education with the verbiage listed on the Georgia Tech job bulletin.

Billing information is required so that the cost of the ad is billed to the requesting department. Talent Acquisition will provide the hiring manager a draft of the ad to include the estimated cost for review and approval. All ads are billed to the specific department therefore a Project Number is required. Some publications will accept credit cards.

Applications

Each individual who wishes to be considered for employment with Georgia Tech must submit an application online. The address for the online application is http://www.careers.gatech.edu/. The responsibility of ensuring that an application is submitted is that of the applicant.

Georgia Tech Employees must remain in their position for one year. Should an exception be requested the employee must receive permission from their supervisor and the Office of Human Resources. An employee is eligible to apply for a vacant position within their department at any time.

Recruiting Efforts

Many people of their own initiative apply for positions, including current employees seeking transfers and/or promotions. In addition, OHR makes every effort to recruit qualified applicants. Recruiting takes many forms - advertising, visiting high schools, technical/trade schools, business colleges and other universities, job fairs, internet recruiting, websites, and contacting various government agencies such as the Department of Labor and Vocational Rehabilitation. A concerted effort is made to follow-up on persons referred through recruiting endeavors. As an equal opportunity employer, special efforts are made to invite minorities, female, and disabled individuals to apply.

The recruitment process is automated through our web-based system. The hiring process takes place online for applicants, departments and OHR. Applicants search and apply for jobs online. They may also track the status of jobs applied for as well as receive email notification after applying for jobs. All profiles are kept active for one year and can be updated as needed. Applicants are encouraged to review the job bulletin frequently and reapply for new openings.

Department Contact

A web-based system allows Talent Acquisition and the Hiring department to complete the classified hiring process via the internet. Managers are provided a user-name and password to retrieve resumes. You may contact a Recruiting Consultant if user-name/password is lost or misplaced.

The Office of Human Resources makes a concerted and conscientious effort to give each job opening personal attention. Open lines of communication are encouraged between OHR and each department on campus.

During the interview process, the Recruiting Consultant appreciates “feedback” on the quality of the applicants referred so that future screening will reflect better applicants. All applicants who meet the minimum requirements are referred to the hiring manager. Hiring managers are encouraged to screen applicants regarding preferred skills.

Resumes reviewed by the Recruiting Consultant

The Recruiting Consultant will review your job every other day and daily when feasible. The hiring manager may at any time review the “Referred Applicants” list to see if additional resumes have been referred. Each applicant status may be updated by indicating if the applicant will be interviewed. It may be more applicable to view all applicants first and then make a decision on who you will interview when the position has been placed on hold. Please keep in mind when a decision has been made it can only be revised by your HR Representative.

The hiring manager must provide job related reasons for selection/non-selection in the comment section provided for all referred applicants. When the final candidate is chosen, you should immediately request approval for the position. Your request is forward to your HR Rep for review and approval and then forward to the Consultant for final approval. A written email will be forwarded to the hiring manager when the position has been approved by Talent Acquisition. If there are concerns regarding the selection process the Human Resources Representative (HR Rep) will be notified.

Note: If the recommended salary exceeds the midpoint you must submit an exception letter to the Director, Compensation, and Administrator for review and approval. An official offer should not be made until approval is received from OHR.

References

References are required for external applicants only. We request that you submit at least two written references in the database or via mail.

Drug Testing

Applicants who are chosen for positions that require drug testing for safety sensitive positions will be informed by the appropriate hiring manager. Offers should not be made until drug testing results have been provided to the hiring manager(s).

Inter-institutional Hiring

Policy No: 
8.27
Type of Policy: 
Administrative
Effective Date: 
February 1985
Last Revised: 
March 2014
Review Date: 
March 2017
Policy Owner: 
Human Resources
Contact Name: 
Preston Pugh
Contact Title: 
Faculty Affairs Manager
Contact Email: 
preston.pugh@provost.gatech.edu
Policy Statement: 

Quoted below is the Regents' policy on inter-institutional employment:

Faculty Members

"It is recognized as a good practice for units of the University System to employ faculty members from other units of the System. When a president wishes to consider for employment a faculty member of another institution in the System, he shall secure authorization from the Chancellor prior to contacting the faculty member. When a formal offer is made the letter shall include a statement to the effect that acceptance can be made only after all contractual obligations have been fulfilled or a replacement secured."

Transfer for Classified Personnel

The Office of Human Resources should be contacted in cases of transfer for classified personnel.

Pre-Employment Screening

Policy No: 
8.1
Type of Policy: 
Administrative
Last Revised: 
March 2014
Review Date: 
March 2017
Policy Owner: 
Human Resources
Contact Name: 
Charvette Webb
Contact Title: 
Talent Acquisition Manager
Contact Email: 
charvette.webb@ohr.gatech.edu
Reason for Policy: 

This policy establishes a process and guidelines for evaluating an applicant’s past record as part of the decision on whether or not to offer/continue employment.

Policy Statement: 

It shall be a condition of employment with the Georgia Institute of Technology to submit to a Background Investigation.

Scope: 

Entities Affected By This Policy

This policy applies to all units and employees within Georgia Tech.

Who Should Read This Policy

Each member of Georgia Tech should be aware of this Policy.

Policy Terms: 

Board of Regents
The governing body of the University System of Georgia

Background Investigation
An investigation may be comprised of one or more of the following checks:

  • Criminal History Search – includes social security number trace (to verify identity), a federal and state criminal history search, a multi-state sex offender search, and an OFAC watch list scan (used to find name matches with multiple state and federal terrorist watch list databases)
  • Academic/Education Credentials Confirmation – A confirmation of academic/education credentials (highest degree obtained) will be required for all faculty and classified positions which require a post-secondary education degree
  • Credit History – A credit history check is required for positions of trust or those with access to or responsibility for money/cash and/or a Purchase Card
  • Driving History Search – Positions requiring a valid driver’s license will require a driving history search and review of the applicant’s motor vehicle report
  • Substance Abuse Screening – Safety sensitive positions will require a pre-employment substance abuse screening (see HR Policy 5.6)

 

Background Investigation Committee (BIC)
The administrative committee charged with determining an applicant’s suitability for hire when the results of the background investigation are questionable.

Consent Form
A form authorizing the Institute to conduct a background check. All employment finalists and promotion candidates at the Institute are required to sign a Background Disclosure & Authorization Form to be considered for employment with the Institute.

Consumer/Credit Reporting Agency (CRA)
An entity that collects and disseminates information about consumers to be used for credit evaluation and certain other purposes, including employment background investigations.

Hiring Department
The department hiring a new employee (whether internally or externally), or promoting an existing employee.

Talent Acquisition
The Institute’s employment office that handles job postings and manages the applicant process for new hires/rehires/transfers at the Institute.

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 cash handling and Purchase Cards, delivery of patient care and have access to patient information or that have been otherwise so identified by the Institute.

Moral Turpitude
Georgia law defines crimes of moral turpitude.

Procedures: 

The Institute will perform background investigations on regular full time and part-time new hires and rehires, as well as temporary, non-student hires. Offers of employment shall be conditional pending the result of the Background Investigation, which shall include, at a minimum, 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 check;
  • An educational/academic credentials check for all positions (classified and faculty) which require a post-secondary education degree; and
  • Office of Foreign Asset Control (OFAC) 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.

A Background Investigation shall also be performed on any existing employee being transferred, reassigned, reclassified or promoted to a new position unless a Background Investigation conforming to this policy has been performed on such employee within the past year. Any existing employee who is transferred, reassigned, reclassified or promoted into a position requiring a Purchase Card (‘P-Card’), when they have not been assigned a P-Card previously, must submit to a credit check. It is the policy of the Institute to check the credit history of any individual applying for a position with access to, or responsibility for, financial resources, including, but not limited to, cash handling and P-Cards.

Petition for Waiver of a Background Investigation

The hiring department may submit a formal request for a waiver of a Background Investigation. Instances where a waiver may be considered include, but are not limited to; a foreign national applicant's first time entry into the United States with no record of being issued a U.S. social security number and/or demonstration of recently passing screening conducted by an appropriate authority other than Georgia Tech's CRA (for example a valid U.S. government security clearance).

All petitions for waiver of a Background Investigation must be submitted on departmental letterhead specifically describing the facts justifying the waiver. Waiver requests will not be considered unless they are approved by the appropriate hiring department official and Talent Acquisition/Office of Human Resources (‘OHR’). Hiring departments requesting a waiver are responsible for providing and/or maintaining documentation supporting such a request. All approved petitions will become part of the applicant's permanent personnel file in OHR.

Guidelines for Determining Employment Eligibility for Applicants with Criminal History

Only criminal convictions may be considered when determining an applicant’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. If an individual has a criminal case pending, his or her suitability for employment will be reviewed upon disposition of the case. Nevertheless, it may be necessary for the Institute to move forward in the hiring process to satisfy its employment needs. The Institute will make this determination on a case-by-case basis.

  1. Conviction of a criminal drug offense shall disqualify an individual for employment with the Institute.
    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 of crimes of moral turpitude automatically disqualify an individual for employment with the Institute in a position of trust.
  3. Failing to disclose a criminal conviction history where requested in employment application materials will disqualify an applicant for employment with the Institute.
  4. When determining whether an applicant with disclosed criminal convictions is eligible for employment or promotion, the BIC will consider the specific responsibilities of the position for which the applicant is being considered, the nature, number and gravity of crimes for which the applicant 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 Institute and each such determination will be made on a case-by-case basis.

Guidelines for Determining Eligibility for Employment, Procurement Card (PCard), or Continued Employment When Verifying Credit History

The following are guidelines for the Institute to interpret the information obtained in the credit report for each applicant and/or existing employee.

  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 more than three (3) years ago.
  2. 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 seven (7) years. If collections and judgments have been paid and all other credit is satisfactory, the Institute may approve, at their discretion.
  3. Mitigating factors regarding an applicant’s credit report, such as hardships and disputes with creditors, will be considered by the Institute upon submission of objective written evidence, as long as the evidence presented, in the sole opinion of the Institute, represents reliable evidence beyond the applicant’s control.
  4. It is not the responsibility of the Institute to discover research or verify that there are possible mitigating factors. The burden of proof to present mitigating factors rests entirely with the applicant. If the applicant fails to respond in a timely manner to remove or clarify the disqualifying information the hiring manager may proceed with the hiring process and select another applicant.
  5. A determination of ineligibility for a specific position based upon an individual’s credit report results does not necessarily mean that the individual is ineligible for all employment with the Institute. Each such determination will be made on a case-by-case basis.

Process for Conducting a Background Investigation

Notice should be included in all job postings that finalists will be required to submit to a Background Investigation.

No Background Investigation will be conducted without the written consent of the applicant. Talent Acquisition/OHR is responsible for ensuring that an appropriate Background Disclosure & Authorization Form (‘consent form’), as required by the Fair Credit Reporting Act (FCRA), is completed. Refusal to sign a consent form at any juncture of the application process will eliminate that applicant from further consideration for employment.

Talent Acquisition/OHR shall provide the Hiring Department all required employment paperwork, including the consent form, to be given to the final applicant. If an existing employee applies for a promotion, the Institute shall obtain the employee’s consent prior to initiating a Background Investigation. The employee will undergo a Background Investigation if it has been a year or more since the Institute’s last Background Investigation of the employee. A conditional offer of employment/promotion may be made at this time.

Important: All written contingent offers of employment must include the following statement: “This offer of employment is contingent upon completion of a background investigation including: (1) a criminal background check demonstrating your eligibility for employment with the Georgia Institute of Technology, as determined by the Institute in its sole discretion, (2) confirmation of your credentials and (3) if applicable, other necessary employment checks.”

Upon receipt of a signed consent form and a Background Information Form from the Hiring Department’s applicant and a Background Investigation Request Form from the Hiring Department, Talent Acquisition/OHR will initiate the Background Investigation. If the top applicant is not hired for the involved position (e.g., criminal conviction precludes hiring, other criminal convictions render applicant ineligible for the specific position, applicant does not accept the job offer, etc.), the Hiring Department may select another applicant for the position. Once the appropriate forms for the next selected applicant are received by Talent Acquisition/OHR, Talent Acquisition/OHR will initiate the Background Investigation.

Discovery, at any time, of false, incomplete, or misleading information on a resume, application, or any other official document or in statements made during an interview, will result in disqualification for and/or termination of employment. Conviction of a criminal drug offense shall disqualify an applicant for not less than two (2) years. Any applicant 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.

If an applicant is a current employee and the background investigation report reveals adverse information which constitutes grounds for termination, OHR will initiate the appropriate termination procedure. OHR’s Employee Relations unit will draft a formal letter to the employee notifying him/her of the circumstances. The formal letter will include the rationale for the actions taken and information regarding the employee's option to contest the accuracy of his/her background investigation report. The employee will be given an appropriate and reasonable amount of time to contest the accuracy of his/her background investigation report before formal termination is initiated.

How Criminal Background Investigation Information is Processed:

Background Investigation reports are submitted directly to Talent Acquisition/OHR by the CRA conducting the investigation. The BIC is responsible for determining the eligibility of the selected applicant for employment with the Institute. Talent Acquisition/OHR should notify the Hiring Department of this determination. The BIC makes its decision about the selected applicant’s eligibility as follows:

  1. The Background Investigation report shows no convictions: the selected applicant 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 and the applicant is applying for a position of trust: the selected applicant is ineligible for employment with the Institute in a position of trust. Prior to making this final determination, Talent Acquisition/OHR must give a pre-adverse action disclosure to the applicant.
    • This pre-adverse action disclosure must include a copy of the applicant’s Background Investigation report, together with the name, address and telephone number of the CRA 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 applicant.
    • The applicant must be given an opportunity (a minimum of three business 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. It is not the responsibility of the Institute to discover research or verify that there are possible mitigating factors. The burden of presenting mitigating factors rests entirely with the applicant.
    • If the applicant fails to respond in a timely manner to remove or clarify the disqualifying information, the hiring manager may proceed with the hiring process and select another applicant.
    • If the applicant successfully shows that s/he has no felony convictions or convictions of crimes of moral turpitude, then the applicant shall be eligible for employment in a position of trust. Talent Acquisition/OHR will notify the Hiring Department of this determination.
    • If the applicant is unsuccessful in showing no felony convictions or convictions of crimes of moral turpitude, then the applicant is ineligible for employment in a position of trust. An adverse action notice must then be sent to the applicant. This notice must include:
      1. the name, address and telephone number of the CRA that supplied the Background Investigation report;
      2. a statement that the CRA 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 CRA furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the CRA upon request within sixty days.
  3. The Background Investigation report shows one or more criminal convictions or conviction of one or more crimes of moral turpitude and the applicant is not applying for a position of trust:
    1. If the criminal convictions were all disclosed by the selected applicant in the application materials, the BIC will determine whether the applicant is eligible for the involved position based on the job description and the nature of the crimes of which the applicant was convicted.
      1. If the BIC determines the applicant is eligible, Talent Acquisition/OHR will so notify the Hiring Department.
      2. If the BIC determines the applicant is not eligible, then prior to making this final determination, Talent Acquisition/OHR must give a pre-adverse action disclosure to the applicant.
        • This pre-adverse action disclosure must include a copy of the applicant’s Background Investigation report, together with the name, address and telephone number of the CRA 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 applicant.
        • The applicant must be given an opportunity (a minimum of three business 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. It is not the responsibility of the Institute to discover research or verify that there are possible mitigating factors. The burden of proof to present mitigating factors rests entirely with the applicant. If the applicant fails to respond in a timely manner to remove or clarify the disqualifying information the hiring manager may proceed with the hiring process and select another applicant.
        • If the applicant successfully shows that s/he does not have the criminal convictions that led the BIC to determine that the applicant was ineligible for employment, then the applicant shall be eligible for employment. Talent Acquisition/OHR will notify the Hiring Department of this determination.
        • If the applicant is unsuccessful in showing that s/he does not have the criminal convictions that led the BIC to determine that the applicant was ineligible for employment, then the applicant is ineligible for employment. An adverse action notice must then be sent to the applicant. This notice must include:
          1. the name, address and telephone number of the CRA that supplied the Background Investigation report;
          2. a statement that the CRA 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 CRA furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the CRA upon request within sixty days.
    2. If the criminal convictions were not disclosed by the selected applicant in the application materials, Talent Acquisition/OHR will notify the applicant in writing that the Background Investigation revealed criminal convictions not disclosed in his/her application materials and that s/he will be removed from consideration for the involved position due to misrepresentation and falsifying application materials unless s/he contacts Talent Acquisition/OHR and corrects any inaccuracies contained in the report within a minimum of three (3) business days. This notification will be accompanied by a pre-adverse action disclosure.
      1. The pre-adverse disclosure must include a copy of the applicant’s Background Investigation report, together with the name, address and telephone number of the CRA 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 applicant.
      2. The applicant must be given an opportunity (a minimum of three business 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. It is not the responsibility of the Institute to discover research or verify that there are possible mitigating factors. The burden of presenting mitigating factors rests entirely with the applicant. If the applicant fails to respond in a timely manner to remove or clarify the disqualifying information the hiring manager may proceed with the hiring process and select another applicant.
      3. If the applicant successfully shows that s/he has no criminal convictions, then the applicant shall be eligible for employment. Talent Acquisition/OHR will notify the Hiring Department of this determination.
      4. If the applicant is unsuccessful in showing no criminal convictions, then the applicant is ineligible for employment due to misrepresentation and falsifying application materials. An adverse action notice must then be sent to the applicant. This notice must include:
        1. the name, address and telephone number of the CRA that supplied the Background Investigation report;
        2. a statement that the CRA 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 CRA furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the CRA upon request within sixty days.

Credit Checks

If the BIC determines that the applicant or employee fails to meet credit screening criteria, Talent Acquisition/OHR must give a pre-adverse action disclosure notice to the applicant. The notification must include the following:

  1. The name, address and telephone number of the CRA (including a toll-free telephone number, if it is a nationwide CRA) that provided the report.
  2. A statement that the CRA did not make the adverse decision and is not able to explain why the decision was made.
  3. A statement setting forth the applicant’s right to obtain a free disclosure of the applicant’s file from the CRA if the applicant makes a request within sixty (60) days.
  4. A statement setting forth the applicant’s right to dispute directly with the CRA the accuracy or completeness of any information provided by the CRA.

Maintenance of Background Investigation Reports

Background investigation reports obtained on new or existing employees shall be delivered directly to Talent Acquisition/OHR by the CRA performing the investigation. The report will remain with Talent Acquisition/OHR until the determination on employment or promotion eligibility has been made and then stored separate from the employee’s OHR personnel file. Talent Acquisition/OHR shall place a certification in the employee’s personnel file stating the date the report was obtained, the name of the person who reviewed the report and a statement that the report showed that the employee was or was not eligible for employment or promotion. Reports on all non-successful applicants for employment and applicants for promotion must be destroyed in accordance with the University System of Georgia (‘USG’) record retention guidelines.

The background report itself is not provided to nor maintained by the Hiring Unit. Except as may be required by law, Talent Acquisition/OHR shall not release the background reports to any person or entity except to members of the BIC for purposes of determining employment eligibility. Consent forms for Background Investigations shall be placed in the personnel file of the employee and maintained in accordance with USG Record Retention Guidelines.

Responsibilities: 

The responsibilities each party has in connection with the Background Investigation Policy are:

Party Responsibility
AVP-OHR & Employee RelationsEnsure compliance with policy.
Legal AffairsOffer assistance with policy interpretation.
OHR Talent AcquisitionOffer assistance with policy interpretation.

    

Testing - Classified Personnel

Policy No: 
8.63
Type of Policy: 
Administrative
Effective Date: 
July 2005
Last Revised: 
March 2014
Review Date: 
March 2017
Policy Owner: 
Human Resources
Contact Name: 
Charvette Webb
Contact Title: 
Talent Acquisition Manager
Contact Email: 
charvette.webb@ohr.gatech.edu
Policy Statement: 

Georgia Tech provides equal opportunity with respect to all employment practices including employment testing. The Office of Human Resources is the sole authority in administering software skills tests to measure a candidate's ability to perform certain essential functions of a position.

Procedures: 

General Testing

Candidates may be asked to demonstrate job-related skills or provide work examples to assist hiring supervisors in their evaluation of a candidate's qualifications. All similarly qualified candidates for a position must be given the same opportunity. All selected tests must be job-related and supported by the position description. Testing for specific positions must be included in the job announcement.

Disabled Candidates

An individual with a known disability, which prevents him/her from taking the test or performing the demonstration of a skill, may request an accommodation. Reasonable accommodations may include, but are not limited to, modification of the methods for providing testing, use of adaptive equipment or aids, etc. Hiring supervisors who know of a candidate's disability or receive a request for accommodation in testing should contact the Office of Human Resources/Disability Services at (404) 894-3344.

Job Openings Subject to Testing

Tests currently administered by OHR consist of office automation software, clerical skills, data entry skills and speed typing. Job openings that necessitate applicant testing are those positions requiring the use of personal computer skills in word processing, database, spreadsheet and/or presentation graphics applications and/or the demonstration of certain office support skills. Such positions include all secretarial, clerical and administrative assistant classifications as well as many accounting and technical positions.

Cost for Test Administration

The current cost for each software test administered by OHR is $25.00. OHR will use the P. O. # listed on the Applicant Testing Request to transfer funds from the requesting department. 

Applicant Testing Request

The hiring manager will specify the test(s) to be administered when the Job Requisition is submitted to the OHR/Compensation Administration Office. A copy of the web based Qwiz Online Assessment tests is included in this policy. Upon reviewing the assessment list, complete the Applicant Testing Request Form . The Applicant Testing Request form must accompany the Job Requisition submitted to Compensation Administration to initiate the hiring process.

The basis for test selection will be the software a successful candidate will be expected to use on an ongoing basis as an essential job function or the clerical skills that must be demonstrated.

Selection of Applicants for Testing

Following review of applications and/or resumes, the hiring contact will select those candidates whose qualifications appear best matched to the job requirements. The Employment Specialist assigned to the position will coordinate with the hiring contact to make arrangements to schedule testing. The average time frame for each test is 20-30 minutes.

Test Administration

At the scheduled time, the Testing Administrator (OHR second floor) will greet the candidate(s), introduce him or her to the testing process, and bring up applicable software test on the PC in the testing station. Once testing is completed, the system will automatically send the test results via email to the appropriate Employment Specialist. The Employment Specialist will then forward scores to the hiring contact. OHR will maintain files on all tests administered.

Test Score Standards

Several factors are involved in the selection process. In those cases where testing is applicable, the resulting test scores would certainly be one of the factors. However, test scores alone should not indicate whether or not an applicant should be hired. Other factors such as length of service, type of experience, interpersonal skills, etc. should also be considered. During evaluation of a candidate's test scores, it is often helpful to have a point of reference for purposes of comparison. When the hiring contact receives test scores, also included will be the Qwiz campus average for those who have taken the same test; and, the national average from Qwiz.

Immigration

Employment of Foreign Nationals

Policy No: 
8.3
Last Revised: 
April 2016
Review Date: 
April 2019
Policy Owner: 
Human Resources
Contact Name: 
Lori Jones
Contact Title: 
Global HR Supervisor
Contact Email: 
lori.jones@gatech.edu
Reason for Policy: 

This policy provides departments with general guidelines for inviting Exchange Visitors, processing petitions for the most common non-immigrant employment classifications, and for permanent residence for foreign nationals employed at the Institute.

Policy Statement: 

This policy addresses the hiring of foreign nationals in academic and research positions, not the employment of enrolled students.

In accordance with federal regulations defining the employment of foreign nationals, the Institute has delegated to the Office of International Education (OIE) sole authority to administer the Department of State's J-1 Exchange Visitor Program. The Institute has delegated to Human Resources (Global HR) sole authority to work with the U.S. Citizenship and Immigration Services (USCIS) and the Department of Labor to petition for the B-1, E-3, H-1B, O-1, TN and U.S. permanent residency based on Institute employment in support of the teaching and research mission of Georgia Tech. Per Georgia state law, these petitions cannot be filed by private attorneys on behalf of Georgia Tech. Therefore no Institute representative may sign a G-28 (Notice of Appearance) allowing an attorney to represent Georgia Tech.

Procedures: 

Overview

Immigration regulations, legislation, and interpretations are constantly changing. More detailed, up-to-date information on immigration matters can be obtained from Global Human Resources (Global HR) and the Office of International Education (OIE). Hiring foreign nationals and bringing them to Georgia Tech in a timely manner requires specialized attention and advice. Department of Labor regulations prevent employers from allowing foreign nationals to volunteer in positions that are usually compensated. Foreign nationals who are awaiting the necessary employment authorization or whose work authorization has expired are not allowed to serve as volunteers. Note: Foreign nationals who are financially supported by a source other than the Institute are not considered volunteers.

Federal law restricts the export of goods and technology pursuant to the Export Administration Regulations (EAR) and the International Traffic in Arms Regulations (ITAR). An export includes the release or disclosure, including verbal disclosures or visual inspections, of covered technology, software or technical data to any foreign national whether in the U.S. or abroad.

Thus, when research or educational activities involve providing information or a transfer of technology to foreign nationals, it is important to know whether the goods, services, data, or technology are covered by the export control laws and regulations.

Non-Academic, Non-Research Staff and Others
Georgia Tech does not sponsor the following individuals for employment based visas nor for exchange visitor visas: technical, administrative, library, or support staff members; individuals with inadequate funding, insurance, or credentials; those whose particular visa history precludes sponsorship. Additionally, Georgia Tech does not provide visa sponsorship to recent graduates and practicing professionals for internship training, practical experiences, or other non-teaching, non-research affiliations.

Orientation/Registration
The arrival and departure of scholars must be reported to either Global HR or OIE in order to comply with federal regulations and maintain accurate records. All new scholars in the J-1 status should "check in" at OIE upon their arrival at Georgia Tech. Scholars should bring their passports and other visa documents to complete the required registration process. Additionally, OIE offers regularly scheduled orientation sessions for international scholars in the J-1 status and their family members. Information about the next orientation session will be given to the scholar when checking in. The orientation includes information helpful in the "settling-in" process and important information on visa requirements and Georgia Tech resources. If a scholar cannot attend orientation, OIE should be notified immediately.

New scholars in the other nonimmigrant or immigrant categories must check in with Global HR upon arrival at Georgia Tech.

Visiting Scholars who are not employees of Georgia Tech, i.e. all B-1 business visitors and some J-1 Exchange Visitors, must sign a "Visiting Scholars Agreement" with the Office of Legal Affairs.

OIE or Global HR notify Departments, Laboratories, and Center headquarters four to six months in advance of the scholar's appointment or visa status end date, whichever comes first. If a sponsoring department indicates that a scholar's stay will be extended, OIE or Global HR provides relevant instructions for extension of immigration status.

Program Completion
Departments, Laboratories, and Centers are required to notify OIE or Global HR when a scholar completes his/her appointment earlier than expected, in order for OIE or Global HR to notify the appropriate government agency.

Nonimmigrant Visa Categories
Per Chapter 8 of the U.S. Code of Federal Regulations, individuals in the following nonimmigrant categories, among others, are not eligible for Georgia Tech appointment, employment, or payment under any circumstances. Georgia Tech appointment, employment, or payment is not permitted unless/until the individual obtains an immigration status permitting such affiliation under the law. There may also be restrictions on access to some areas or facilities. Please see the Visitor's Policy for these restrictions.

  • B-2 (or VWT) Visitor for Pleasure (Tourist)
  • F-2 Spouse or Children of F-1 students
  • H-4 Spouse or Children of H-1B, H-2, or H-3
  • TD Spouse or Children of TN
  • O-3 Spouse or Children of O-1

The nonimmigrant visa categories most commonly used for GT research and teaching activities are discussed briefly below:

Immigrant Visas (Permanent Residence)
In order to be sponsored, faculty members must meet the criteria for the first preference classification, "Outstanding Professor/Researcher;" or for the second preference classification under the "special handling" provisions for college teachers. Researchers must meet criteria for a first preference classification, "Outstanding Professor/Researcher." Labor certification will not be pursued for research positions.

Information about these categories, including qualifications, application procedures, limitations, and payment options for scholars, is available at the Global HR website.

Responsibilities: 

The responsibilities each party has in connection with Employment of Foreign Nationals are:

Party Responsibility
Office of International Education (J Exchange Visitor Program) Offer assistance with policy interpretation and administer policy
Office of Human Resources (Global HR) (B-1, E-3, H-1B, O-1, TN, & U.S. Permanent Residence)  Offer assistance with policy interpretation and administer policy

Payments to Non-U.S. Citizen Employees

Policy No: 
8.2
Last Revised: 
April 2016
Review Date: 
April 2019
Policy Owner: 
Human Resources
Contact Name: 
Lori Jones
Contact Title: 
Global HR Supervisor
Contact Email: 
lori.jones@gatech.edu
Reason for Policy: 

This policy provides guidance to those seeking information about payments made to Non-U.S. Citizen employees.

Policy Statement: 

Georgia Tech will comply with all federal, state, and local tax laws and regulations regarding payments made to non-U.S. Citizens. As allowed by those laws and regulations, Georgia Tech will honor requests by foreign national employees for applicable tax treaty exemptions. For more information regarding tax compliance procedures see http://ohr.gatech.edu/tax-compliance.

Scope: 

All faculty and staff within the Georgia Institute of Technology are affected by, and should be aware of this policy.

Procedures: 

Tax status and appropriate tax withholdings, including tax treaty determinations and implementations, will be determined and implemented by the Human Resources Office.

Responsibilities: 

The responsibilities each party has in connection with Payments to Non-U.S. Citizen Employees are:

PartyResponsibility
Office of Human Resources (Global HR) Offer assistance with policy interpretation and administer policy

 

Policy History: 
Change madeDate
Policy statement, purpose, process/procedure, etc.10/6/2010

 

Joint Staffing

Policy No: 
10.3
Type of Policy: 
Administrative
Effective Date: 
May 1998
Last Revised: 
March 2014
Review Date: 
March 2017
Policy Owner: 
Human Resources
Contact Name: 
Kevin Merkel
Contact Title: 
Senior Director-Payroll and Total Rewards
Contact Email: 
Kevin.Merkel@ohr.gatech.edu
Policy Statement: 

The following guidelines, issued by the University System's Board of Regents, pertain to recording personal services for personnel used by two or more units of the University System.

Procedures: 

General Guidelines

  • The faculty member, or other personnel, should receive full contract pay from the base institution. The employee thus should continue in "fully employed" status at the base institution.
  • Each institution sharing the employee's time should budget its share of the employee's time (EFT) and dollars. Care should be taken to see that the EFT and dollars do not exceed the employee's contract.
  • Upon making distributions of salary and wage costs from routine payroll records, the base institution would enter the personal service expenditures on its records in accordance with established procedures.
  • Settlement of accounts may be effected by arrangements of several fiscal officers of the institutions involved. The timing and method shall be at the discretion of said officers.
  • Staff Benefits related to the Personnel Service dollars involved may be transferred if the amount is deemed material by the fiscal officers involved.
  • In instances where Sponsored Operations are involved, the overhead allowance in any given contract shall remain at the institution where the Sponsored Project is located. Exceptions to this rule may be made if the amount is material. An amount shall be considered material if it exceeds 50% of the total overhead allowance for that project.

This statement shall not apply to situations where Sponsored Projects are awarded jointly to two or more institutions. The arrangement as stipulated in the contract shall prevail in such instances.

Open Records Act

Policy No: 
5.17
Type of Policy: 
Administrative
Effective Date: 
April 2004
Review Date: 
February 2015
Policy Owner: 
Office of Legal Affairs
Contact Name: 
Kate Wasch
Contact Title: 
Managing Attorney
Contact Email: 
kate.wasch@legal.gatech.edu
Policy Statement: 

The Office of Legal Affairs ("OLA") has been designated by the President as the appropriate office to review and respond to any request for documents.

Policy Terms: 

SUBPOENA DUCES TECUM
is a process by which the Court commands a witness who has in his/her possession or control some document or paper which is pertinent to the issues of a pending controversy to produce it. Simply stated, it is a subpoena for the production of documentary evidence.

Procedures: 

Any employee who has received a request for documents in any court proceeding or pursuant to the Georgia Open Records Act, or who has been served with a subpoena, should contact OLA immediately at (404) 894-4812 and forward the subpoena/request to OLA. OLA will respond to such requests in accordance with the statutory time frame and other procedural requirements of the law.

OLA, in conjunction with the appropriate employee, will coordinate the review and production of the documents requested or subpoenaed.

Performance Management Policy

Policy No: 
4.5
Type of Policy: 
Administrative
Effective Date: 
March 2008
Last Revised: 
November 2010
Review Date: 
November 2016
Policy Owner: 
Human Resources
Contact Name: 
Adrienne Richardson
Contact Title: 
Workforce Strategy
Contact Email: 
adrienne.richardson@ohr.gatech.edu
Reason for Policy: 

The purpose of an effective performance management system is for employees to have a clear understanding of the work expected from them, to receive ongoing feedback regarding how they are performing relative to expectations, to distribute rewards accordingly, to identify development opportunities, and to address performance that does not meet expectations. A comprehensive performance management system empowers employees to have greater input to their personal career progression and will enable managers to better identify, recognize, and reward individuals based upon an agreed set of criteria.

Policy Statement: 

Georgia Tech strives to provide an environment where all employees understand the impact their contributions have on the achievement of Institute goals and are provided the opportunity for ongoing personal growth. One way we can accomplish this goal is through a strong performance based management program that culminates in an annual performance review. The performance management process is continuous as we plan, manage, review, and reward performance.

Scope: 

Entities Affected By This Policy

All classified employees at the Georgia Institute of Technology should be aware of this policy.

Who Should Read This Policy

All classified employees at the Georgia Institute of Technology should be aware of this policy. Contacts

Policy Terms: 

Performance Goals
Help to define what is expected of you in your current position in relation to the department and/or unit's overall goals.

Career Development Goals
Outline opportunities for professional development and/or career growth

Competencies
Competencies are the key capabilities, characteristics, and behaviors that all Georgia Tech employees need to develop and demonstrate in order to drive superior work performance.

 

Procedures: 

The Georgia Tech Performance Management Process consists of a four-phase cycle: planning, managing, reviewing, and rewarding performance.

The planning phase is the foundation of the entire Performance Management process. In this phase, individual goals and objectives are set for the performance period. Goals that are SMART (specific, measurable, achievable, relevant, and time based) increase employee motivation and commitment to goal attainment, leading to greater performance and productivity.

Regular communication between the manager and employee is critical during the managing phase of the performance management cycle. Through formal and informal conversations, both parties are kept abreast of progress towards the successful completion of goals and expectations. These discussions also enable the manager to provide timely feedback and coaching as the year unfolds. Because the performance cycle spans several months, it is important for managers and employees to keep track of key performance highlights and challenges that occur during the year. These notes will help immensely when it's time to prepare the annual review.

At the conclusion of the evaluation cycle, the manager meets with the employee to conduct the annual performance review. If SMART goals have been set (planning phase) and ongoing communication/feedback has taken place (managing phase), the overall outcome of the annual review should come as no surprise to the employee.

When merit increases are available, employees may receive an increase to their annual base pay as a reward for meritorious performance. It is important to remember that performance increases should be differentiated between employees based upon their overall performance ratings and, in general, top performers should receive higher pay increases.

Additional resources are available on the Human Resources website at www.ohr.gatech.edu/performance.

The University System of Georgia prohibits employees grieving performance reviews (refer to the University System of Georgia’s Grievance Policy for more details).

Goal Setting
At least two performance goals are required for all employees with the recommended average being two to four goals.

Competencies
All Georgia Tech employees will be rated on the following seven competencies:

Decision MakingAble to analyze situations fully and accurately and reach productive decisions. Consults appropriate parties when necessary and identifies the key concerns and/or issues that need to be addressed in order to make the best decision possible.
Effective CommunicationsAble to express ideas in a clear, concise, and effective manner, whether speaking or in writing. Uses correct grammar and sentence structure in communications. Is a good listener, even when differing viewpoints are expressed. Openly shares information and keeps all relevant parties updated.
Interpersonal RelationshipsBuilds and maintains effective working relationships with others- both internal and outside the organization. Takes a positive and productive approach to resolving any conflicts which may arise. Exemplifies commitment to the USG core value of respect- treating everyone with fairness, compassion, and dignity.
Job KnowledgeDemonstrates the professional, administrative, supervisory, and/or technical knowledge required to perform the job successfully. Continuously strives to further improve job knowledge. Serves as a reliable resource for other employees regarding areas of expertise.
Producing ResultsAssignments/projects are consistently completed in a timely manner with the desired level of quality and quantity. Follows up on the outcome of work efforts to ensure desired results.
Service ExcellenceMakes excellent customer service a top priority and constantly seeks to improve customer service. Is responsive to changes in what customers want and need. Delivers on promises made to customers and follows up appropriately.

All classified staff managers/supervisors will also be rated on the following three competencies:

Cultivating Workplace DiversityAbility to understand, appreciate, and use the unique contributions of staff in various cultures, nationalities, ethnic backgrounds, genders, ages, points of view, etc.
LeadershipAbility to work with a group to set its objectives and agenda, generate allegiance to those objectives, and guide and motivate their achievement. Articulates the end results needed and allows people to exercise initiative and discretion without micromanaging. Enforces standards/rules fairly and consistently and leads with courage.
Staff and Career DevelopmentAddresses learning, training, and career development needs of individuals, teams, or organization. Works with employees to establish job and career development goals. Provides accurate, timely feedback including annual performance review.

These competencies align with the University System of Georgia's Competency Model where personal integrity and ethics, strategy, engagement, collaboration, and execution are at the forefront for all University System of Georgia employees.

Additionally, employees will be provided feedback in the areas of Attendance & Punctuality and Honestly & Integrity.

Ratings
The competencies and goals employees establish in the system will be rated on a new five point scale (Exceptional, Strong, Satisfactory, Needs Development, and Unsatisfactory).

Online System
Supervisors/Managers and employees will establish performance goals and enter them into an online system. This system will allow both employees and their managers to update and track progress on the goals throughout the year. An employee's overall rating will be based both on progress on reaching established goals and performance in aforementioned competency areas.

Career Development Plan
Georgia Tech's culture promotes individuals owning their careers. Career planning and professional development activities are designed to further develop and maintain a high-performance workforce by providing targeted opportunities for learning and growth. Career planning allows employees to align their annual development goals with long-term career goals and organizational needs. Typically, the career development goals are drafted and revised during the first phase of the performance management cycle. These goals can be entered into the online performance management system.

Responsibilities: 

The responsibilities each party has in connection with Performance Management are:

PartyResponsibility
Human Resources RepresentativesOffer assistance with policy interpretation and administer policy.
Office of Human Resources, Performance and Talent ManagementOffer assistance with policy interpretation, administer policy, and ensure compliance.

 

Performance Review Following Probationary Period

Policy No: 
4.6
Type of Policy: 
Administrative
Effective Date: 
February 2009
Last Revised: 
November 2010
Review Date: 
November 2016
Policy Owner: 
Human Resources
Contact Name: 
Adrienne Richardson
Contact Title: 
Workforce Strategy
Contact Email: 
adrienne.richardson@ohr.gatech.edu
Reason for Policy: 

The Performance Review is an opportunity for the supervisor to review the employee's performance from that period and advise the employee of his/her progress in meeting assigned job duties and responsibilities. Additionally, it provides the opportunity for the supervisor to review the employee's developmental needs and formulate and communicate a development plan designed to improve performance.

Policy Statement: 

Board of Regents and Institute policy requires that all classified employees serve the first six months of employment on a provisional basis, which is designated as the employee's probationary period. If the employee completes this period, the supervisor should review the employee's performance from that period and advise the employee of his/her progress in meeting assigned job duties and responsibilities.

Scope: 

Entities Affected By This Policy

All classified employees of the Georgia Institute of Technology.

Who Should Read This Policy

All employees of the Georgia Institute of Technology should be aware of this policy.

Procedures: 

With the exception of certain public safety personnel, all classified employees are required to serve the first six months of employment with the Institute on a provisional basis. During this period, the new employee should receive an on-the-job orientation relative to the work environment and job expectations so that he or she can begin fulfilling job duties on a regular basis. The supervisor should monitor the new employee's performance in the job and take appropriate action as necessary to make sure that expectations are being met, such as providing on-going feedback to the new employee regarding his or her performance relative to job expectations.

Immediately following the completion of the probationary period, and if the services of the employee are still needed, then the employee's performance should be formally reviewed and documented. Should performance problems occur during the first six months of employment, the supervisor should contact the Performance and Talent Management unit of the Office of Human Resources.

Public safety employees are subject to the same provisional employment requirements as other classified employees, except that the six month provisional period will not begin until any training mandated by the State of Georgia for certification as a police officer has been completed (if such training occurs after employment with the Institute begins).

The probationary review process involves assessing the employee's work performance during the first six months of employment relative to specific indicators and an overall rating. The following rating categories are employed:

  • Meeting Expectations
  • Needs Improvement

The University System of Georgia prohibits employees grieving performance reviews (refer to the University System of Georgia's Grievance Policy for more details).

Completing the Performance Review Form
The Performance Review Form should be completed by the employee's immediate supervisor within two weeks following completion of the first six months of employment.

The supervisor should first complete the identifying information required in the heading (name, job title, unit, dates, etc.).

Next, the supervisor should assign a rating for each indicator by checking the appropriate block and entering comments as appropriate in the space provided at the end of the form. For any indicators rated as "Needs Improvement", the supervisor must enter in the Comments section specifically what causes justify the rating. Entries in the Comments section for "Meeting Expectations" are optional.

Following the rating of each indicator, the supervisor should formulate an overall rating reflective of those individual ratings and enter that information on the 3rd page of the form.

The Comments on Ratings section has been provided for noting clarifications or explanations regarding any aspects of the review. This section is intended to provide an opportunity for the supervisor to support the individual and overall ratings with narrative comments related to actual performance during the probationary period. Explanations should include references to actual incidences that support a given rating. Additional pages may be added to the form if needed.

Communicating Results of the Probationary Period Performance Review
Supervisors must inform employees through face-to-face communication as well as documentation of how their performance has been rated.

Prior to this meeting the supervisor should have:

  • Completed and signed the Performance Review form.
  • Reviewed the results with his or her immediate supervisor and obtained approval.
  • Developed a discussion outline to follow during the interview.
  • Reserved a location where the interview can be conducted in private without interruption.

The meeting should be structured as a two-way means of communication between the supervisor and employee. The employee should be encouraged throughout the meeting to participate in the discussion.

During the meeting, each performance indicator should be covered by reviewing the indicator and the rating that was assigned. Actual occurrences that influenced the rating should be offered.

At the conclusion of the meeting, the employee should sign the form in the space provided. The employee's signature verifies only that the employee and supervisor have participated in a formal review of performance. It should not be construed as either agreement with or objection to the results of the review. Should the employee refuse to sign, the supervisor should make a note on the Performance Review Form and notify the Performance and Talent Management unit of the Office of Human Resources.

The employee should be provided with a copy of the completed and signed Performance Review Form at the end of the meeting. The supervisor is encouraged to keep a copy of the form for his or her records. The reviewer should sign the form in the space provided and obtain the signatures of the next level supervisor. The completed form should be routed to the Office of Human Resources- 0685 for further processing and filing.

Probationary Period Review Notification

Each month the Performance and Talent Management unit of the Office of Human Resources will compile a list of classified employees by unit who are about to complete their first six months of employment. The list will be sorted on an organizational basis and notifications sent to the appropriate Human Resources Representative. The Human Resources Representative will then be accountable for coordinating the probationary review process within his or her organization including review and return of completed forms to OHR.

Responsibilities: 

The responsibilities each party has in connection with Performance Review Following Probationary Period are:

PartyResponsibility
Office of Human Resources, Performance & Talent ManagementOffer assistance with policy interpretation and administer policy.

   

 

Personnel Records

Policy No: 
8.43
Type of Policy: 
Administrative
Last Revised: 
December 2010
Review Date: 
December 2016
Policy Owner: 
Human Resources
Contact Name: 
Kevin Merkel
Contact Title: 
Senior Director-Payroll and Total Rewards
Contact Email: 
Kevin.Merkel@ohr.gatech.edu
Reason for Policy: 

Due to the confidential nature of certain information contained in the personnel files, access to these records is restricted to authorized personnel and to other individuals only in accordance with Institute policy and federal/state laws. Removing documents from a personnel file is prohibited and is a major rule violation.

Policy Statement: 

The Human Resources Records Office maintains the official personnel record for all faculty, staff and student employees who are paid through the Institute’s Payroll Office. The personnel records consist of paper, digital, and microfiche and are stored in a restricted area within the Human Resources Office. These records are the property of The Georgia Institute of Technology.

Scope: 

Entities Affected By This Policy

All faculty, staff, and student employees at the Georgia Institute of Technology should be aware of this policy.

Who Should Read This Policy

All faculty, staff, and student employees at the Georgia Institute of Technology should be aware of this policy.

Procedures: 

Overview

The personnel file may contain documents including, but not limited to, the following:

  • Personal Services Form to hire, change status, retire, or terminate employment
  • Personal Data Form listing personal, educational, and other information related to the employee
  • Board of Regents Security Questionnaire/Loyalty Oath
  • Employment Agreement
  • Payroll Authorization Agreement for Automatic Deposits, pay increases
  • Federal W-4 and State G-4 Withholding Forms
  • Garnishments, Tax Levy, Subpoenas, court ordered documentation
  • Benefits elections, retirement information, beneficiary information
  • Recognition letters from the Institute’s President
  • Award letters
  • Letters of Offer, acceptance, commendation, resignation
  • Performance Reviews, written reprimands
  • Separation notices
  • Certificate of Degree
  • Performance Improvement Plans (PIPs)
  • Flexwork agreements
  • Employment application, resume/curriculum vitae

Placing Information into the Personnel File

Materials may be placed into the personnel files only in accordance with policies and procedures established by the Institute. Correspondence relating to job performance or other such matters between a supervisor and an employee may be placed into the employee’s file under the following conditions:

  • Evidence that a copy has been provided to the supervisor and the employee.
  • A signature or stamp from the Performance and Talent Management Unit of Human Resources confirming their review and approval for the document to be placed into the personnel file.
  • The document clearly shows that a copy has been sent to the Performance and Talent Management Unit of Human Resources and to the employee’s personnel file in Human Resources.

This procedure ensures that all parties involved are appropriately informed of such matters, thereby fostering an open and constructive relationship between management and employees at Georgia Tech.

Note: Employees are not authorized to place information into their own personnel files.

Form I-9, Employment Eligibility Verification

A Form I-9, Employment Eligibility Form must be completed by all employees’ citizens and noncitizens hired after November 6, 1986. The United States Department of Homeland Security requires employers to document each new employee hired after November 6, 1986, is authorized to work in the United States.

The Form I-9 Employment Eligibility Verification is maintained in the Office of Human Resources Records Department and is stored securely in a separate filing system. The Form I-9 is retained for three years after an employee is hired or for one year after an employee terminates his/her employment, whichever is longer.

File Review

File reviews are by appointment only and require a 24-hour advance notice. You may email your request to any staff member in the Records Department. File reviews can be initiated by an employee reviewing his/her personnel file. Department managers/supervisors are allowed to review the performance reviews of their direct reports. Department managers, supervisors and HR Representatives/Contacts are allowed to review the performance reviews of job applicants external to their department upon consideration of being hired. HR Representatives and Contacts are permitted to review files of the employees within their unit that they represent. In all cases, photo identification must be presented at the time of the review and a Records Office Staff member will monitor the review process to ensure the integrity of the file.

An employee may obtain copies of documents from his/her personnel file. There is no charge for the first ten pages, but there is a fee of $.25 per additional page, payable by check only made to the order of Georgia Tech.

Updating Personal Information

It is important to keep personal information up to date and employees are encouraged to use the Employee Self Service tool that is available to all Georgia Tech employees and which allows an employee to access and update their personal information such as name, home address, home telephone number, emergency contacts, etc. The Employee Self Service tool can be accessed by logging onto Techworks at:http://techworks.gatech.edu.

Employment Verification

The Records Office responds only to inquiries made in writing through fax or US mail. Standard information such as employment dates, job title, and work department are provided. Salary information requires a signed consent form from the employee and can be found online at: http://www.ohr.gatech.edu/records. Requests to verify employment should be faxed to: (404) 385-0765 or mailed to: Georgia Tech-Office of Human Resources Records Office, 500 Tech Parkway, Atlanta Georgia 30332-0435.

Legal Requests

All legal requests are coordinated through Georgia Tech’s Office of Legal Affairs; these requests include subpoenas, attorney requests, or Open Records Act requests. The Records Office complies with such requests as advised by the Office of Legal Affairs. The entire personnel file or limited information within the personnel file may be requested or subpoenaed through the courts and on the advisement of the Office of Legal Affairs, the relevant records are retrieved, assembled and forwarded to the Office of Legal Affairs for final handling.

Requests for legal assistance should be sent to: asklegal@gatech.edu. The Office of Legal Affairs is located at: 760 Spring Street, N.W., Suite 324; Atlanta, Georgia 30332-0495.

Georgia Open Records Act (ORA)

As a state university, Georgia Tech is subject to the provisions of The Georgia Open Records Act. The Open Records Act provides that all citizens are entitled to review the records of state agencies on request and to make copies for a fee. The Open Records Act requires that Georgia Tech produce public documents within three business days.

Georgia Tech’s Office of Legal Affairs has been designated by the President of the Institute to respond to ORA requests. Once the Records Office receives an ORA request, the Office of Legal Affairs is immediately notified. The Records Custodian coordinates with the appointed attorney and determines what information may or may not be released under the ORA and to ensure a response to the request within three business days as required by law.

The information listed below is excluded from the Act and will not be released:

  • Social Security Numbers
  • Birthdates
  • Medical information
  • Insurance information
  • Bank account information
  • Credit card and debit card account information
  • Financial information
  • Mother's birth name
  • Home addresses
  • Telephone numbers

Georgia Tech charges twenty-five cents ($0.10) per page for any copies in addition to the costs of search, retrieval, redaction, and re-filing.

Regulatory Agencies/Law Enforcement

Georgia Tech allows federal and state regulatory agencies to review employee personnel records. A few of the agencies that request services from the Human Records Office are:

  • The Federal Bureau of Investigations
  • The Georgia Bureau of Investigations
  • The Office of Personnel Management
  • The Department of Defense
  • The Department of State
  • The Georgia Department of Human Resources
  • The Georgia Department of Corrections
  • The Georgia State Board of Pardons and Paroles
  • The Georgia Department of Labor
  • Law Enforcement Officers from various Georgia counties

Typically an agent will arrive in person and request to review a record on a current or past employee. The employee may be a candidate for employment through a state or government agency or the individual’s employment may be contingent upon securing a security clearance. Inquiries may also be a result due to criminal investigations. Each agent is required by their agency to inform us each time they review a record of the Privacy Act of 1974 as mandated by the federal government. An agent may call or fax a request prior to arriving in person.

When a review is requested, the agent must:

Present ID upon arrival in the Customer Service Center (CSC) and inform the staff of the reason for the visit.

  • The CSC staff reviews the ID and notifies the Records Office of the request and allows the agent access to proceed to the file room.
  • The agent must present their ID and a signed release from the individual(s) whose file has been requested for review.
  • The agent is required to complete an Employee File Review Log. The log lists the agent’s name, the employee’s name, and the reason for the review.
  • The file is pulled for the agent’s review. The agent has full access to all information contained in the personnel file pertaining to the employee, the employee’s spouse, children, birthdates, social security numbers, addresses, beneficiary information, statements of health, garnishments, etc.

The Employee File Review Log and a copy of the signed release are maintained on file in the Records Office.

 

Responsibilities: 

The responsibilities each party has in connection with Personnel Records are:

PartyResponsibility
  Office of Human Resources, Records  Offer assistance with policy interpretation, administer policy, and ensure compliance.

Progressive Discipline

Policy No: 
5.13
Type of Policy: 
Administrative
Effective Date: 
July 2015
Last Revised: 
July 2015
Review Date: 
July 2018
Policy Owner: 
Human Resources
Contact Name: 
Eric White
Contact Title: 
Workforce Strategy
Contact Email: 
eric.white@ohr.gatech.edu
Reason for Policy: 

To improve performance, attendance, and/or behavior by coaching employees and encouraging ownership of their job and career

Policy Statement: 

Progressive Discipline is a constructive and corrective approach to solving work related performance, attendance, and/or behavior concerns. Through this process, employees are provided with the information needed to understand what aspect of their work performance, attendance, and/or behavior is unacceptable and what improvements are needed to demonstrate success.

Scope: 

Entities Affected By This Policy
All staff at the Georgia Institute of Technology should be aware of this policy.

Who Should Read This Policy
All staff at the Georgia Institute of Technology should be aware of this policy.

Procedures: 

Overview

It is the responsibility of all employees to adhere to the expectations outlined by their supervisor and to the standard of conduct at Georgia Tech. When employees fail to uphold these standards, the progressive disciplinary process may be utilized. However, there is no required number or sequence of warnings or reprimands that must take place before an employee is terminated. Further, some circumstances may warrant immediate termination.

If the progressive discipline process is used, managers must document the steps of the process as they occur. The steps involved in the process may include: verbal warning, written warning, final written warning, suspension, and termination. Performance and Talent Management (PTM) will review all supervisory recommendations involving disciplinary suspension, investigative suspension, demotion, or discharge and approve or deny such recommendations prior to actions being taken. As part of that process, PTM will review all disciplinary actions that have occurred to ensure they have been fairly administered and are consistent with policy and past practice.

Process/Procedures

For less severe infractions, the initial disciplinary action may be a verbal warning. The discussion between the employee and manager should be serious and professional in manner to ensure that the employee clearly understands the established standards and expectations with regard to his/her unacceptable performance or behavior. A written record of the date and content of the discussion should be maintained in the appropriate file.

A written warning may be issued if the unacceptable behavior is more severe or frequent in nature and/or a verbal warning has already been issued. The written warning should outline the undesirable behavior, state expectations, and indicate the consequences that will occur if there is no improvement in performance. Written warnings should be forwarded to the Office of Human Resources for placement in the employee’s official personnel file.

Suspension without pay may follow a verbal or written warning or may be the first disciplinary action taken if warranted by the circumstances. Prior to suspending an employee, managers must obtain approval from PTM in the Office of Human Resources and supply appropriate supporting documentation. The length of the suspension will depend on the facts of each case such as type and severity of the behavior, previous work performance of the employee, and prior disciplinary actions. The suspension letter should outline the undesirable behavior, state expectations, and indicate the consequences that will occur if there is not any improvement. A copy of the letter should be forwarded to the Office of Human Resources for placement in the employee’s official personnel file.

An employee may be suspended without pay for serious infractions of workplace conduct rules, including, but not limited to, rules prohibiting sexual harassment, workplace violence or drug or alcohol use, or for violations of state or federal laws. Exempt employees may be suspended without pay for serious misconduct, but may not be suspended for performance or attendance issues. Deductions from the pay of an exempt employee may be made for suspensions of one or more full days imposed for disciplinary reasons for infractions of workplace conduct rules, and such disciplinary deductions may only be made in full day increments.

An employee may be placed on an investigative suspension because of alleged serious misconduct. In these cases, the employee is removed from the workplace while the Office of Human Resources investigates the matter. Normally investigative suspension is leave with pay. The Office of Human Resources must approve any investigative suspension.

Termination may be advised when an employee has engaged in serious misconduct or has not corrected performance and/or behavior. Prior to dismissing an employee, managers must obtain approval from PTM in the Office of Human Resources and supply appropriate supporting documentation. If approved, the written letter of termination includes the reason for termination, effective date, and information regarding the appeal process.

Please refer to Progressive Discipline Procedures for additional information on documentation, counseling, and responsibilities for managers.

Responsibilities: 
Party Responsibility
Performance and Talent Management Offer assistance with policy interpretation.

 

Policy History: 
Change made Date
Policy streamlined, separated procedures; added and revised language regarding suspension of exempt employees  07/05/2012

 

 

Promotion Guidelines for Professional Research Personnel

Policy No: 
8.23
Type of Policy: 
Administrative
Last Revised: 
August 2013
Review Date: 
August 2016
Policy Owner: 
Human Resources
Policy Statement: 
Policy History: 
Revision DateAuthorDescription
08-2013Policy LibraryFixed relative link

Provisional Employment (Probationary Period)

Policy No: 
8.51
Type of Policy: 
Administrative
Effective Date: 
April 2009
Last Revised: 
July 2015
Review Date: 
September 2018
Policy Owner: 
Human Resources
Contact Name: 
Tamika Spirling-Brooks
Contact Title: 
Strategic Performance Consultant
Contact Email: 
Tamika.spirling-brooks@ohr.gatech.edu
Policy Statement: 

Georgia Tech adheres to the University System of Georgia's policy on Provisional Employment. Visit

http://www.usg.edu/hr/manual/provisional_appointments/ to view the USG policy.

Purchase of Gifts for Employees/Students

Type of Policy: 
Administrative
Policy Owner: 
Human Resources
Contact Name: 
Jerry Jobe
Contact Title: 
Director Payroll
Contact Email: 
jerry.jobe@ohr.gatech.edu
Reason for Policy: 
This policy provides guidance regarding items purchased with Institute resources and given as gifts to employees or students. This includes items given to employees and their families as expressions of sympathy. This policy pertains to purchases made with any Institute funding source, including state, GTF, GTRC, and sponsored funds. The policy establishes consistent, equitable treatment and prudent judgment for gift purchases. The policy also ensures compliance with university funding restrictions, state purchasing guidelines, IRS tax implications, and other applicable regulations. The policy also provides parameters for what constitutes a reasonable amount and type of gift.
Policy Statement: 

Georgia Tech policy generally prohibits giving gifts to individual employees or students from Institute funding sources except for the following cases:

  • length of service recognition gifts,
  • retiring or separating employees,
  • formal and announced employee recognition awards,
  • sympathy gifts recognizing the loss of a close family member,
  • gifts of support following significant illness of employee
  • gifts given to groups of employees to recognize team performance
  • gifts and prizes for participation in university events or activities.

Even in the cases above, which are allowable instances for gifts, Georgia Tech policy prohibits the use of most funding sources for gifts to employees except for GTF funds. No gift should ever be given to an employee under the premise that it is related to a specific performance event. It is not appropriate to use Institute funds for door prizes unless de minimis in nature (<$50). Gifts of technology and alcohol are generally not appropriate for purchase with Institute resources (of any type).

Gifts and Events for Personal Events
The recognition of faculty, staff, or students for non-work related milestones such as weddings, degree completion, birthdays, and baby showers should be paid for from personal funds. Non-work related events and gifts should not involve Georgia Tech business procedures for payment processing, even when personal contributions are collected for such an event or gift.

Length of Service Recognition
Gifts can be given to employees to recognize length of service if they are given to the employee as part of a meaningful ceremony, the employee has at least 10 years of service and, the employee has not received a similar gift in the past five years. Length of service awards and awards recognizing employee safety milestones/goals, are not subject to tax withholding as long as it is tangible property.

Retirement or Separation Gifts
Gifts given to a retiring or separating employee should be given as part of a meaningful ceremony/reception and the value of the gift(s) should correspond to the length of service, but should not exceed $400. Gifts should be personal memorabilia and in most cases, gifts of technology or related to technology are not appropriate.

Employee Recognition Awards
Gifts may also be given to employees as part of an approved and established employee award program and based on announced objective criteria. Such awards should be presented to employees on a basis that does not discriminate and amounts of the awards should correspond to the rigor of receiving the award. Please see the “Awards and Recognition” site noted in the Related Information section of this policy for examples and amounts. Awards of cash that are given to recognize outstanding service, contributions to the Institute, or other criteria are taxable and should be processed through Georgia Tech Payroll Services. A gift of tangible property is generally not taxable.

Sympathy Gifts
Sympathy gifts are appropriate in cases of serious illness or death of an employee or immediate family member. Such sympathy acknowledgements are allowable because Georgia Tech recognizes the value of employees to the Institute and the working relationships developed during employment enrich the lives of all Institute employees. Gifts of sympathy generally should be tangible property such as flowers, fruit baskets, and meals generally under $100. Monetary contributions to charitable organizations in lieu of personal property may be given if consistent with the value of a traditional commemoration. These gifts are not taxable due to their nature and nominal value.

Recognition of Team Performance
Gifts may be given to groups of employees to show appreciation for their participation as part of a team, department, or Institute event. Gifts of this nature are typically one of a number of identical items (t-shirts, scarves, Georgia Tech spirit memorabilia, etc.). Gifts in this category should be de minimis (trivial), not occur frequently, and should not exceed $50.

Gifts and Prizes
Cash and non-cash prizes may be awarded to individuals for participation in games of chance or contests. Games of chance include raffles and door prize events. Raffles and games of chance should be approved in advance by the office of the EVPA&F. The amount of a prize should be limited to $100. The department or unit sponsoring prizes must maintain detailed records of all receipts and expenditures associated with the event, including the names of winners and the value of the prize awarded. These gifts typically do not have tax consequences due to their nominal value and infrequent nature.

Scope: 

This policy applies to all Georgia Tech staff, faculty, researchers, and students. This policy does not preclude individuals from giving personal gifts to colleagues, students, and other individuals purchased with personal funds (i.e., no GT, GTRC, GTRI, GTF, or other Institute funding source is used). While this policy applies to GIT, any benefits provided to a GIT employee by an affiliated organization is subject to this policy and the same tax evaluation as if the benefit were provided by GIT. This policy does not apply to incentive gifts for survey participation or research participation from sponsored funds, when allowed by the sponsor.

Definitions

de minimis In general, a de minimis benefit is one for which considering its value and frequency with which it is provided, is so small as to make accounting for it unreasonable or impractical. De minimis benefits are excluded under the Internal Revenue Code section 132(a) (4) and include items which are not specifically excluded under other sections of the Code.
Responsibilities: 
Office of Human Resources – Jerry Jobe – Guidance and interpretation
Enforcement: 
To report suspected instances of noncompliance with this policy, please visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508
Policy History: 
Revision Date Author Description
February 2017 Human Resources New Policy
External Review Required On: 
Wednesday, 1 July 2020

Relocation

Moving Expense Payment for New Academic Faculty

Type of Policy: 
Administrative
Last Revised: 
January 2014
Review Date: 
September 2015
Contact Name: 
Autumn Peppers
Contact Title: 
Faculty Affairs Manager
Contact Email: 
autumn.peppers@provost.gatech.edu
Policy Statement: 

The Office of the Provost will support the actual costs for moving household goods of new tenured/tenure track faculty members. For other faculty and administrative hires, units may provide relocation through the unit's state and GTF funds. Research faculty and lab moves will be covered through GTRC funds. The overall Georgia Institute of Technology relocation policy can be found here.

The New Academic Faculty Relocation Program for new tenured and tenure-track faculty members, described below, is administered by the Office of Faculty Affairs.

Disclaimer

Georgia Tech has the sole right to revise, amend, or discontinue this program at any time.

 

Procedures: 

Time Limit

Because home relocations do not always follow a prescribed timeline, eligible faculty members can choose to initiate their relocation, as described here, at any time within one year of their appointment effective date. The New Academic Faculty Relocation Program is limited to one move per faculty member.

Relocation Initiation

New faculty members should contact their department administrator to begin the process once an official offer has been accepted. The responsible department administrator is asked to send the following information to the Faculty Affairs Manager:

  • Faculty member's name
  • Current (pre-hire) contact phone number and email address
  • Current address
  • Anticipated move date

Faculty Affairs will then authorize the move with the moving company. The moving carrier's customer service representative will contact the new faculty member to work out specific arrangements.

Georgia Tech has negotiated contract rates with several respected carriers in the moving industry. If new/prospective employees initiate their own move with a non-GT contract carrier, their costs may be only partially covered by GT.

Moving and Packing Allowances

The following costs are authorized:

  • Household Goods and Books (HHG): The actual costs of packing and moving of HHG.
  • Unpacking: Unpacking is limited to the placement of furniture and appliances, setting up beds and mattresses, and placing boxes in appropriate rooms.
  • Motorcycle: one motorcycle per faculty member
  • Minimal items: Anything outside the scope of a normal move that can be moved with minimal cost.
  • Office Moves: Contents of the faculty member's former office can be included if:
    • they are shipped with the HHG (i.e. loaded during the carrier-set HHG load time and invoiced to GT with the HHG)
    • they are already packed and ready to load when the movers – making an extra stop – arrive at the office. The packing of offices is not authorized without exception.

The following costs are not authorized:

  • Automobiles, boats, and/or pets shipment
  • Firewood, outbuildings, chain link or other fencing, and building materials (wood, bricks, cinder blocks).
  • Heavy equipment
  • Hazardous materials
  • Non-minimal costs beyond standard move. This includes anything outside the scope of a normal move that cannot be moved at a minimal cost. In this event the charges will be the responsibility of the faculty member. Special circumstances will be taken into consideration, but consideration does not constitute approval.

Please contact your department administrator or Faculty Affairs with any questions.

Self Move

If a faculty member prefers to move their own belongings to Atlanta, they can be reimbursed for the following costs:

  • cost for the truck rental (maximum of one truck),
  • cost for necessary packing supplies,
  • gas receipts, and
  • personal travel expense for lodging (defined below).

Storage

Georgia Tech will pay for up to 30 days of storage through the contracted carrier servicing the move. Delivery out of storage must be taken within the 30 days for Georgia Tech to pay for drayage (delivery costs out of storage). Origination storage (storage that is initiated by the employee with a vendor not currently contracted by GT) will not be reimbursed.

Travel to Atlanta

VIA CAR

Mileage-based reimbursement. Georgia Tech will reimburse the new faculty member for driving his/her vehicle from the prior residence to the new residence in Atlanta according to the reimbursable mileage rate, set by the IRS in publication 521. Mileage will usually be based upon the standard road distance from the point of departure to Atlanta, GA as stated by the moving agent. If more than one car is owned and driven to Atlanta, Georgia Tech will reimburse for a maximum of two vehicles.

Gas. Gas costs are included in this reimbursement rate and will not be reimbursed.

Personal Travel Expense. A standard, mileage-based reimbursement will be given for personal travel-related expenses (hotels, etc.) documented with original receipts. Please note that food costs will not be reimbursed. Even If two cars are driven, personal expenses will only be paid for one of the vehicles.

VIA PLANE

Airfare. Reimbursement for one-way airfare for the faculty member and/or his/her immediate family, in lieu of car transportation allowance and personal travel expense, is authorized. If it is proven that a round-trip flight is cheaper at the time of purchase, reimbursement can be given in that instance.

Transportation to and from the airport. Use of public transportation (shuttle, taxi, bus, etc.) may be reimbursed when actually incurred in connection with common carrier transportation to and from residence and airport.

Reimbursement

The following should be submitted to your department administrator for reimbursement:

  • Air travel: a detailed receipt that lists passenger and flight information and any applicable public transportation receipts
  • Road travel: a list of passengers, a printed map of the route from your previous residence to your new address (Mapquest, GoogleMaps, etc.), and any related lodging receipts.

What is reimbursable under this policy?

  • Mileage amount based on the IRS set relocation rate for the current year
  • Toll receipts
  • Lodging: Not to exceed mileage based amount
  • One way airfare to Atlanta (see paragraph above regarding what round-trip tickets are acceptable for reimbursement)
  • Public transportation to and from the airport, when air travel is the primary means of travel to Atlanta

What is NOT reimbursable under this policy?

  • Food: Food is not considered a relocation expense by the IRS and would be taxable as income to the employee.
  • Gas receipts: Gas expenses are included in mileage reimbursement calculation.
  • Rental cars
  • Storage receipts that have not been approved prior to the relocation.
  • Mileage for a non-direct route driven to Atlanta: The faculty member will be reimbursed based upon the most direct driving route from their origination address to Atlanta.
  • Temporary housing: Any hotel and/or temporary housing rental after the faculty member's arrival in Atlanta.
  • Home sale/purchase costs: Any costs associated with the purchase or sale of a home in connection with the faculty member's relocation to Atlanta.

Family

Family members eligible for assistance under this policy include the employee, the employee's spouse and all of the employee's current, permanent household members.

IRS Regulations

The Internal Revenue Service requires that the personal travel reimbursement paid to the employee be reported as income to the employee on Form W-2. In the general, the employee may show a deduction for travel and lodging expenses, but not for meals. GTF reports these reimbursements to Georgia Tech Payroll for proper withholding and reporting. The employee may refer to publication 521 for additional information.

 

Relocation Expenses (Intrastate)

Type of Policy: 
Administrative
Review Date: 
February 2015
Policy Owner: 
Human Resources
Contact Name: 
Jerry Jobe
Contact Title: 
Director-Payroll
Contact Email: 
jerry.jobe@ohr.gatech.edu
Reason for Policy: 

The Official Code of Georgia Annotated (O.C.G.A.) 45-7-22 through 45-7-24 authorize the reimbursement of relocation expenses to State employees and State of Georgia, Office of Planning and Budget. Policy Memorandum, No. 2 Revision 6 sets forth the rules, regulations and policies for the reimbursement program. The regulations limit reimbursement of expenses incurred which are related to moves made within the State of Georgia at the request of a state agency. The move must be in the best interest of the State of Georgia. The regulations as revised, went into effect December 1, 1989. They are summarized below:

Policy Statement: 

Eligibility

In order to be eligible for relocation expense reimbursement, the state employee must satisfy the following criteria:

  1. He or she must have been employed by the department ordering the transfer for at least six months prior to the date of transfer and must generally remain at his or her new duty station for at least one year following the effective date of move.
  2. The transfer must be the result of an action by a state department requiring the relocation and must be in the department's best interest.
  3. The relocation must be within the State of Georgia.
  4. The distance between old and new duty stations must exceed 50 miles and, the transfer must result in the employee having to drive at least 35 miles farther from his or her old residence to his or her new duty station than was driven from the old residence to the old duty station.
  5. The department must have sufficient operating expense funds within its budget to pay the reimbursement cost.
  6. No other member of the employee's family may be reimbursed for the same move.
  7. The move must be made within one calendar year of the employee's transfer.
  8. The costs to be reimbursed are reasonable and proper as determined by Accounts Payable. The employee shall have no right to any review or further appeal from the determination made by Accounts Payable.

 

Approval of Relocation Reimbursement

The employee being transferred must complete and submit to his or her school or laboratory director an Employee Application for Intrastate Relocation Expense Reimbursement. Cost estimates from three different firms must be submitted along with the application form. (The employee selects a firm which will provide a quality move within a reasonable time frame for a reasonable cost. The lowest bid does not have to be selected, but written justification must be given.)

The application must be reviewed and approved by the employee's supervisor. The employee's department head must sign the application, certifying that the transfer is in the best interest of the Institute. The department's fiscal officer must sign the application, certifying that sufficient funds are available within the department's budget to cover the relocation expenses estimated.

Expenses Authorized for Reimbursement

"Reasonable and proper" costs "incurred for transportation of household goods" or "incident to change of residence" are reimbursable, as follows:

 

  1. Looking for a New Residence - If the move to the new residence is greater than 100 miles, the statutory mileage rate for up to three trips to the new location, plus food and lodging for up to a total of three days and nights may be reimbursable (sum of all three trips cannot exceed three days and nights). Travel regulations are applicable with the exception that double occupancy rate for one room may be paid. If the move to a new residence is less than 100 miles, only mileage for up to three days spent at the location looking for a new residence may be reimbursed. No reimbursement of food or lodging expenses will be paid since a visit to the new location should not require any overnight trips.
  2. Transporting Household Goods - The cost of moving household furnishings, equipment and appliances, furniture, clothing, books and similar property may be reimbursable. Actual costs associated with moving up to 11,000 lbs. of the afore-noted types of household goods by (i) commercial moving van, (ii) employee-owned or rented vehicle, and (iii) within an employee-owned mobile home will be reimbursed. The regulations include a breakdown of limitations on reimbursable amounts relating to insurance costs, fuel and labor. (The parameters of what constitutes reasonable includable and excludable expenses are listed in the regulations for each method of moving employed.)
  3. Transporting Family to a New Location - Actual food and lodging expenses may be paid up to two days and nights for one room at the multiple occupancy rate, applying the maximum daily amounts established in the statewide travel regulations. Meals for children under 12 are reimbursable up to one half the adult maximum.
  4. Utility Reconnection - Reimbursement is limited to the costs associated with establishing utility accounts and initiating basic service.

 

Employee Liability

The transferred employee must sign an agreement that he or she will remain at the new location for at least one year from date of move except for reasons beyond the control of the employee and acceptable to the department, or be liable to the state for the amount of expenses reimbursed.

Payment of Reimbursement

Payment will be made on the basis of the Employee Intrastate Relocation Expense Vouchers which have been approved by the Manager of Accounts Payable, Georgia Institute of Technology. All relevant receipts, invoices and bills of lading must be presented with the relocation expense voucher. Payments may be made either following each trip or in one lump sum upon the completion of the move at the discretion of the Institute.

Internal Revenue Service Reporting

Reimbursements that are not deductible are reported to the IRS as "wages, tips and other compensation". However, there is no withholding made on these amounts. (See Regs. Sections 2.10 for details.)

Inter-departmental Transfers

Employee transfers between state departments are not reimbursable under the subject regulations, and if made within one year from a reimbursed relocation, will result in employee liability for paying back any amounts received under these regulations.

Contact Person

It should be noted that specific questions relating to allowability of expenses or particular procedures in processing relocation applications, should be directed to the Manager of Accounts Payable at (404) 894-0348. Prior to filling out any relocation expense application, specific limitations set forth in Policy Memorandum No. 2, Revision 6 should be reviewed. Copies are available from Accounts Payable.

Relocation Policy for New Faculty, Staff and Researchers

Type of Policy: 
Academic
Last Revised: 
March 2014
Review Date: 
March 2017
Policy Owner: 
Human Resources
Contact Name: 
Charvette Webb
Contact Title: 
Talent Acquisition Manager
Contact Email: 
charvette.webb@ohr.gatech.edu
Reason for Policy: 

When relocation assistance must be provided in order to successfully recruit the candidate of choice, this policy provides guidelines regarding relocation assistance using Institutional funds for new academic and research faculty, and staff members. The policy also sets forth the guidelines for reimbursement of allowable relocation expenses to the new employee.

Policy Statement: 

In order to attract the best faculty and staff, Georgia Tech's employment offers must be competitive. Georgia Tech may provide relocation assistance to new employees provided adequate funding is available and proper approval has been obtained.

Procedures: 

Eligibility For Program

  • New Academic Faculty – Over and above the following policy guidelines, the Office of the Provost may support the actual costs for moving household goods of new tenured/tenure track academic faculty members. Specific guidelines on faculty relocation may be found at Moving Expense Payment for New Academic Faculty. Departmental Human Resource Representatives (HR Reps) may be contacted for assistance.
  • Research Faculty
  • Staff at Director level and above. Relocation expenses for other levels of staff may be provided based on availability of unit-level funds and appropriate approvals.
  • All appointments must be hired into a benefits eligible position for a period to exceed one academic year.
  • The hiring department must have determined that the new employee is the most qualified applicant available to fill the position.
  • The recruit must reside, at the time of hire, more than 50 miles from the Georgia Tech office to which s/he will report and the employee's commuting distance must have increased by at least 50 miles one-way.

Funding Options & Approval Process

Provided that departmental funds are available and that prior approval has been granted, relocation and moving expenses may be offered to the recruit. The following approvals for estimated relocation expenses are always required prior to an offer of employment being extended: the manager requesting the relocation, his/her manager, the unit Financial Officer and the appropriate Vice Provost, AVP, Vice President, Dean, or higher.

The department’s HR Rep/Contact will be responsible for obtaining the approvals using the GT Relocation Authorization Form. The Employment Offer Letter must specify the maximum amount of relocation expenses the Institute may pay the employee.

Funds to assist in the relocation of a new employee are:

  • Institutional (General Operation/State) Funds: Institutional funds may be used for the specific amount stated in the Employment Offer Letter and may not be used if expenses are not specifically included in Employment Offer Letter.
  • Georgia Tech Foundation Funds (GTF): Departments are authorized to use foundation funds for relocation assistance and may provide relocation support to academic and/or general faculty and administrative hires through the unit's GTF funds.
    • The Office of the Provost may support the actual costs for moving household goods of new tenured/tenure track academic faculty members. See Moving Expense Payment for New Academic Faculty to view specific guidelines as it pertains to faculty relocation.
  • Georgia Tech Research Corporation (GTRC): GTRC will provide funding in an annual grant (fixed for the year) for reimbursement for travel expenses and/or relocation expenses incurred during the move of full-time professional employees, Research Engineer, Scientist, Associate, and Technologist. These funds will be provided to the Office of Faculty Affairs within the Provost’s Office and they will administer those moves on the academic side. Those relocations pertaining to GTRI will be administered by GTRI Accounting.
  • Sponsored Project Accounts: In rare cases sponsored project accounts may allow for the payment of relocation expenses for specific personnel with prior written approval of the Director of Office of Sponsored Programs.
  • Departmental Revenue Funds cannot be used for relocation purposes.

 

Travel Related to the Move - House Hunting Expenses

If the move to the new residence is more than one hundred (100) miles from the employee’s new work location, the employee may be reimbursed for coach class airfare for himself/herself, spouse and dependent family members who will reside with the employee. A maximum of two house hunting trips and a maximum of three nights lodging per trip may be reimbursed.

Airfare associated with house hunting trips and the actual move may be directly billed to the Institute through Travel Inc. Refer to the Business and Finance Manual  Non- Employee Travel for additional information. Departments may book directly through Travel, Inc. or reimburse the employee’s flight purchase by submitting receipts and the Relocation Reimbursement Form to Human Resources Payroll Department – Attention Tax Accountant.

All house hunting reimbursements must be reported as taxable income. IRS regulations can be found at http://www.irs.gov/publications/p521/index.html.

Household Goods Movement

Georgia Tech’s preferred vendor is Armstrong Relocation & Companies. GTRC has contracts with Allied Van Lines and Armstrong Relocation & Companies and either vendor may be selected by the Corporation or moving coordinator. The contract carriers have a wide network of respected affiliates in the moving industry for which contract rates have been negotiated. These agreements provide for direct billing by the carrier to the coordinating unit (Office of Faculty Affairs or GTRI Accounting). The contract carriers handle domestic and international moves and should be used for full-service pack and move service. In-transit insurance coverage is included, contact the contract carrier for current limits. Household goods are defined as those articles normally part of a family’s possessions such as furniture and clothing. Certain items such as high value, large collections or excessively heavy items may not be covered and should be discussed with a relocation counselor that will be assigned by the moving company.

Self moves may be offered if individuals are relocating a short distance, if they do not have a large quantity of household goods or if budgetary limitations exist. Reimbursable expenses include: rental truck, necessary packing materials, fuel en route, lodging, and approved travel expenses. The contract carriers also handle short moves and, upon request, will assign a complimentary relocation counselor to assist with the move.

Georgia Tech will pay for up to 30 days of storage through the contracted carrier.

If an employee chooses not to use or is unable to use one of the contract carriers and whishes to select another vendor, three (3) quotes are required from licensed relocation carriers. Employees must submit the quotes to the Institute as evidence the company providing the lowest quote was selected. Also, when a preferred vendor is not used, employees may receive only partial reimbursement.

Movement of household goods through an approved vendor is a not a taxable benefit. Self moves will be taxed according to specific IRS regulations: Publication 521 (2009), Moving Expenses. (Check the IRS Website www.IRS.gov for updated requlations and Publication 521, Moving Expenses.)

All vendor initiations must be handled through Office of Faculty Affairs, GTRI Accounting, or Office of Human Resources. Upon completion of the move, departments must submit reviewed vendor invoice within 10 days of receipt to the Office of Faculty Affairs or GTRI Accounting for approval who in turn will forward to Accounts Payable for processing. In the case of a self move, receipts must be attached to the Relocation Reimbursement Form and submitted to the Human Resources Payroll Department – Attention Tax Accountant.

Final Destination Move

For the final destination move, the employee may be reimbursed for coach class airfare for himself/herself, spouse and dependent family members who will reside with the employee if the employee is traveling farther than 200 miles. Airfare associated with the final move may be directly billed to the Institute through Travel Inc. See Business and Finance Manual Non- Employee Travel for more information regarding this process.

If driving, Georgia Tech will reimburse according to the IRS Standard and the current rate may be found at http://www.irs.gov/pub/irs-pdf/p521.pdf). Any mileage reimbursement that exceeds the current IRS guidelines maybe taxable, please consult your tax advisor or Publication 521 (2009), Moving Expenses. There is a two car maximum limit for reimbursement of mileage driven.

For food and lodging, the Federal per diem rate should be utilized and the rate can be found at http://www.gsa.gov/Portal/gsa/ep/home.do?tabId=0. Meals en-route to the new location are taxable.

For mileage reimbursement, receipts and odometer readings or mileage documentation from a map source, such as Mapquest.com, must be provided and reimbursement will be for the most direct route. For airfare reimbursement, e-tickets are acceptable as long as the name of the new employee and the family members match the ticket(s), and show a travel itinerary, cost of ticket and proof of payment. Receipts must be submitted along with the Relocation Reimbursement Form to the Human Resources Payroll Department – Attention Tax Accountant. Reimbursement of final destination expenses cease the night of arrival to the employee’s assigned work location.

Temporary Living Expenses

During the relocation process, at the request of the department, a reasonable part of the expenses associated with temporary living arrangements may be reimbursed. Except for one day (if the employee can no longer live in his/her former home because the furniture has been moved), all temporary living expenses must be reported as taxable income.

Reimbursement for temporary living expenses must be specified in writing as part of the original offer letter, including the maximum dollar amount to be paid and the maximum time period. Via an ePSF, Human Resources Payroll will process as a supplemental income payment and the ‘Comments field’ on the ePSF must include the total amount to be paid per pay period and the number of pay periods.

Reimbursement/Payment Process

To be reimbursed expenditures must be reasonable and necessary. Expenses must be incurred after the employee executes an Employment Relocation Agreement and they must be reported within 12 months of the date the employee starts work at the new location.

All expenses must be itemized on the Relocation Reimbursement Form and submitted to the hiring department. Once approved the hiring department should forward the Reimbursement Form and a copy of the Employee Relocation Agreement, including all receipts supporting such expenses, to the Human Resources Payroll Department – Attention Tax Accountant.

Payments to approved moving companies are paid through the Accounts Payable invoice approval process. If there are any tax implications, Accounts Payable will submit the amounts to the Human Resources Payroll Department for taxation and proper reporting.

The Internal Revenue Service (IRS) requires the Institute to report reimbursements and payments associated with the move as additional income to the employee if the reimbursements and payments exceed IRS guidelines. The additional income would also be subject to payroll taxes. IRS regulations can be found at http://www.irs.gov/publications/p521/index.html.

Non-Reimbursable Expenses

Non-Reimbursable expenses include, but are not limited to, costs associated with the move of pleasure boats, airplanes, vacation trailers, recreational vehicles, building supplies, storage sheds, and fees associated with home sale or mortgage. Additional insurance that exceeds the state policy is a personal expense.

Moving of Laboratories

When laboratory equipment and supplies must be moved, the department chair or dean must obtain the approval of the Provost, EVPR Research, and/or AVP Research, GTRC. GTRC will initiate and facilitate the move of laboratory equipment. Departments should contact GTRC as soon as possible to coordinate the lab move to coincide with the new employee move. Payments will be processed directly through GTRC.

Repayment Provisions

Any employee to be reimbursed for relocation expenses pursuant to this policy must execute an Employment Relocation Agreement with GT before such expenses are incurred. The agreement will specify that the employee must remain employed on a regular full-time basis for at least one academic year and that if the employee discontinues employment before one academic year, the employee will reimburse GT. Reimbursement to the Institute will be pro-rated according to the number of months the employee has worked for GT and repayment may be waived if employment is terminated for reasons beyond the employee’s control. The repayment provision must be included in the offer letter.

Process: The repayment process will follow the established procedure detailed in Salary Overpayment Repayment Process

General Payment Procedures

Reimbursement and payment requests will be accepted after the effective start date of the employee.

In accordance with IRS guidelines, reimbursement or payment requests must be submitted within sixty (60) days after expenses are incurred or paid.

Any exception requests to this policy must be approved by the President, Executive Vice President for Administration & Finance, Executive Vice President Research, or Provost and Executive Vice President for Academic Affairs or their designees.

Disclaimer

Georgia Tech has the sole right to revise, amend, or discontinue this policy at any time.

Responding to Allegations of Scientific or Other Scholarly Misconduct

Policy No: 
5.14
Type of Policy: 
Administrative
Review Date: 
January 2015

Please see the Faculty Handbook: 5.7 Policy for Responding to Allegations of Scientific or Other Scholarly Misconduct

Student Employment

Eligibility for Student Employment

Policy No: 
11.1
Type of Policy: 
Administrative
Effective Date: 
April 2006
Review Date: 
January 2015
Policy Owner: 
Human Resources
Contact Name: 
Jerry Jobe
Contact Title: 
Director-Payroll
Contact Email: 
jerry.jobe@ohr.gatech.edu
Policy Statement: 

A student employee is a part-time employee who is currently enrolled in at least a half-time credit load (6 credit hours for undergraduates, 4 credit hours for graduates) at Georgia Tech with the primary goal of achieving a degree. A student employee is considered a temporary employee and is not eligible for benefits. It is allowable to hire enrolled students within the University System of Georgia; however, contact the Office of Human Resources for more information.

Procedures: 

There are three categories in which a student can be classified; Graduate, Undergraduate, and Co-op described below:

  1. Graduate: Graduate Students can be classified as Graduate Research Assistants (GRAs), Graduate Teaching Assistants (GTAs), Graduate Student Assistants (GSAs) and Graduate Assistants. GRAs, GTAs and GSAs are typically hired by the graduate schools to perform assistantships that are related with the student’s degree. Graduate Assistants can be hired to perform tasks within a department such as clerical support, web development, etc. Please refer to the policy on Hour Loads for Graduate Students. In addition, contact the Graduate Studies Office and the Office of Academic Affairs for more information regarding appointment of and approvals for hiring GRAs, GTAs, and GSAs.
  2. Undergraduate: Undergraduate students are considered Student Assistants. They can perform many jobs within an office such as clerical support, web development, etc. Undergraduate students may qualify for Federal Work Study.
  3. Co-op: Co-op students are those students who are currently in a Co-op work semester. For more information regarding the Co-op program, contact the Undergraduate or Graduate Co-op offices.

Funding

Funding for student positions is allocated within each department each fiscal year. Departments pay 100% of the student’s salary unless the student has been approved for a Federal Work-Study Award.

Federal Work-Study

The Federal Work-Study Program (FWSP) is a federally funded financial aid program offered to students that have a demonstrated financial need. If a student qualifies for the Federal Work-Study Program, a department can hire the student as a FWS Student Assistant. The FWSP will pay a portion of the student’s salary up to the allocated award and the department pays the remainder. For more information regarding the FWS Program, refer to policy on Federal Work-Study Program.

International Students

International students that have an F-1 or J-1 student visa are eligible to work anywhere on campus as a student employee. The following conditions must be met:

  • F-1 and J-1 students must maintain a full course load of study in the Fall or Spring unless authorized by OIE to be less than full-time.
  • F-1s must have a Georgia Tech I-20; J-1s must have a Georgia Tech DS-2019.
  • The international student can work no more than 20 hours per week during the Fall and Spring semesters, but can work more than 20 hours per week during the Summer semester and breaks between the semesters provided that s/he intends to enroll in the next term. However, students who are transferring to a new school may work on-campus until the date that their I-20 is released to the new school.

Allowable Work Hours

Generally, during an enrolled semester or summer, students should work no more than 20 hours per week or 50% time. There are exceptions to this rule, especially during break or summer periods (if not enrolled for the summer). Students cannot be appointed greater than a total of 100% time.

International students holding an F-1 or J-1 visa cannot work more than 20 hours per week, or 50% time. Please refer to the ISSP office for questions regarding changes in F-1 or J-1 status and how it may affect employment. International students holding an F-1 or J-1 visa cannot work more than 20 hours per week, or 50% time during the Fall and Spring semesters. F-1 and J-1 students can work more than 20 hours in the summer or during semester breaks. Please refer to the Office of International Education for questions regarding changes in F-1 or J-1 status and how it may affect employment.

For graduate students, refer to policy 11.5 on Hour Loads for Graduate Students.

Breaks/Vacation (including summer)

Students can work full time as Student Assistants or Graduate Assistants during break and summer session (if not enrolled), provided that s/he was enrolled in the previous term of the break period and will be enrolled in the following term of the break period.

Hour Loads for Graduate Students

Policy No: 
11.5
Type of Policy: 
Administrative
Effective Date: 
October 2005
Review Date: 
February 2015
Policy Owner: 
Human Resources
Contact Name: 
Jerry Jobe
Contact Title: 
Director-Payroll
Contact Email: 
jerry.jobe@ohr.gatech.edu
Policy Statement: 

The following general policies are provided to serve as guidelines for determining the hourly workloads of students who are pursuing graduate degrees:

  1. Full-time graduate students are expected to give primary attention to the pursuit of their degrees.
  2. Graduate students are expected to take semester workloads which will contribute to substantial progress toward a degree.
  3. Graduate students shall register for a number of hours of research which is consistent with a realistic appraisal of the amount of work to be done on a project, thesis, or dissertation, and the amount of faculty involvement and use of Institute facilities required.
  4. Realistic accounting for graduate student credit hours helps support a quality graduate program.
Procedures: 

Transcript Recognition of Teaching and Research Activity

Students holding graduate teaching or graduate research assistantships may register for courses in recognition of teaching (8997) and research (8998) activities if these courses are available for their school. The 8997 and 8998 courses are audit-base courses. A student may not register for more than a total of 9 hours of 8997 and 8998 during any semester.

Course Load Requirements

The following regulations shall govern the semester registration requirements for students who are pursuing graduate degrees:

  1. Full-time students must be enrolled for at least 12 credit hours on a letter grade or pass-fail basis. As an exception, the advisor and school chair may allow up to 3 hours out of the 12 minimum to be taken on an audit basis in Fall and Spring semesters; in Summer semesters the advisor and school chair may allow up to 6 hours out of the 12 minimum to be taken on an audit basis. Hours in excess of the required 12 may be taken on any basis. Full-time students working exclusively on thesis research should be registered for 18 or more hours of 7000 or 9000 (Master's or Doctoral Thesis) in Fall and Spring semesters, and for up to 16 hours during Summer semesters.
  2. The following students must register on a full-time basis as defined above:
    1. graduate research and teaching assistants
    2. students supported by fellowships, traineeships, or individual grants
    3. students with out-of-state tuition waivers
    4. students assigned to the Institute by the Armed Forces for the purpose of pursuing a degree
    5. students on student visas
    6. graduate co-op students on non-work semesters.
  3. Students involved in thesis research must register for an appropriate number of 7000 or 9000 hours.
  4. The minimum load for part-time students is 3 credit hours.
  5. A student may register for only one hour of Master's or Doctoral Thesis (7000 or 9000) during the semester of graduation. This exception may be used once for each degree.
  6. The maximum allowable semester load for employed students other than graduate assistants is reduced as a function of the number of hours employed per week as follows:
Workload per weekMaximum semester hour load
Full time (40 hours)6
3/4 of full time (30 hours)9
2/3 of full time (27 hours)10
1/2 of full time (20 hours)12
1/3 of full time (13 hours)15
1/4 of full time (10 hours)18 (16 for Summer semesters)

The minimum load for these students is three hours, except as described in Course Load Requirement #5 above, but such students should be encouraged to take the maximum load they can handle in order to progress toward completion of the degree.

Course Selection

Full-time students are expected to enroll for a letter grade in regular courses and thesis hours whenever possible. Registration loads should reflect, as much as possible, the student and faculty efforts involved in the program of study. Registration loads each semester should be comprised of various hours from the areas listed below:

n Regular courses: letter-grade, pass-fail and in special cases, audit;

n 7000 or 9000 courses for thesis students;

n Special problem or research project courses;

n Specific courses for teaching or research education;

n GTA/GRA courses 8997/8998 (up to a maximum of 9) if available in the student's major school and the student has an assistantship.

Guidelines for Registration of Doctoral Dissertation Hours

  1. Beginning full-time doctoral students, especially those who are research assistants, are encouraged to register for at least 3 hours of 9000. This would allow, and encourage, such students to maintain a lighter academic load to begin laying the groundwork for Ph.D. research.
  2. Advanced full-time doctoral students who are working primarily on their dissertation research should register for 18 or more hours of 9000 in Fall and Spring semesters, and for up to 16 hours of 9000 for Summer semesters. If they are taking other coursework, the number of 9000 hours would be reduced by the number of formal coursework hours. Students who are required by their school to register for 8997 or 8998 would further reduce the number of 9000 hours, so that the total number of hours is at least 18 (no more than 16 in the Summer). The advisor and/or school determines whether the total is above 18 for Fall and Spring semesters.
  3. Part-time doctoral students engaged in their research phase for the Ph.D. should register for 9000 consistent with their and their faculty member's activity on the dissertation research.
  4. All full-time students coded as Master's students but involved in preparation for the Ph.D. are encouraged to register for 9000 consistent with the amount of work involved.

Academic units are encouraged to remove any in-school restrictions on registering for 9000. For example, some schools will not allow a graduate student to register for 9000 until after the student has become a candidate for the Ph.D. degree. The reasoning behind this restriction is not clear unless one takes a very restrictive interpretation of what registering for 9000 means. Academic units are encouraged to adopt a broader interpretation, so that dissertation hours reflect all stages of the doctoral dissertation--literature research, topic selection, experimental/theoretical preparation, research performance, writing, and presentation. All of these stages require Institute facilities and faculty involvement.

 

Responsibilities: 

The responsibility for advising graduate students properly, not only in regard to programs of study, but also in regard to minimum and maximum semester course loads, rests solely within the chain from advisor/graduate coordinator to school chair to college dean. Although each graduate student is responsible for knowing the requirements for his or her degree and for insuring the appropriate, steady progress is being made toward that degree, each graduate student must have access to fair and equitable advisement. Responsibility for scheduling the proper requirements for a particular program of study and an appropriate course load per semester rests with the student and advisor alike.

Tech Temp

Tech Temp Employment Procedures

Policy No: 
8.64
Type of Policy: 
Academic
Effective Date: 
April 2009
Last Revised: 
March 2014
Review Date: 
March 2017
Policy Owner: 
Human Resources
Contact Name: 
Charvette Webb
Contact Title: 
Talent Acquisition Manager
Contact Email: 
charvette.webb@ohr.gatech.edu
Policy Statement: 

The Tech Temp Office will prepare PSFs for all Tech Temp employees. This includes PSFs that effect: Hires, Changes of Status, and Terminations.

Procedures: 

Tech Temp Employment

A completed Job Order Request is mandatory to initiate online recruitment and/or generate a PSF. The Tech Temp Job Order Request details the Tech Temp employment process and can be used as a reference for most Tech Temp administration.

Hiring where assistance with recruitment is needed (if candidate is already identified skip to #6):

  1. Complete a Job Order Request form. Tech Temp Job Order Request may be obtained from OHR's web page (http://www.ohr.gatech.edu/ ) by clicking on the "Forms" link.
  2. Either e-mail the form to the Tech Temp Office or forward the hard copy (via campus courier) to the OHR/Tech Temp Office mail code 0435.
  3. Indicate on the form that you want to review resumes from the online application Tech Temp pool. To request access to the applicant pool, (at a minimum) the perceived job title, work duties description, required education/experience, and hiring department (and manager) fields must be completed.
  4. Instructions as well as access for using the Georgia Tech online application system for Tech Temp recruitment will be sent via email. Make sure your password is operational and contact the OHR/Tech Temp office if there are any problems.
  5. While reviewing candidates, print the applications of interest and follow-up with interviews as necessary. Do not move applicants through the brackets, otherwise other departments will not be able to use the applicant pool.

Hiring where recruitment is completed or not needed (applicant identified through OHR recruitment or referral):

  1. When a candidate is identified and an appropriate title is finalized; determine if the title requires a pre-employment substance abuse screening (all Tech Temp hires require a criminal background check). The Tech Temp office is available for assistance with choosing an appropriate title and pay range for duties assigned to the position.
  2. Complete all field s of the Tech Temp Job Order Request . The proposed Tech Temp must bring the authorized Job Order Request, an updated resume (proving qualification for the position/title), appropriate identification documents, and a Pre-Employment Screening Request Form to the Tech Temp Office before the start of any assignment. Applicants are not permitted to begin work until the hiring manager receives conformation of a passed background screening (and a passed substance abuse screening, if applicable).
  3. The OHR/Tech Temp office will send a copy of the completed PSF for review and conformation. Tech

Temp Termination Procedures

Hiring managers are required to send a separate request (termination dates on the Tech Temp Job Order Request are projected only) to terminate a Tech Temp assignment.

  1. Send an e-mail requesting the termination and specify the reason and termination date. NOTE : The termination date should be the day after the last day worked by the Tech Temp, e.g., if Brandi Johnson's last day worked was December 1, 2003 -- then her termination effective date would be December 2, 2003.
  2. The terminating Tech Temp must hand deliver their completed termination clearance form to the OHR/Benefits Office on the last day of their employment. OHR/Benefits will release the final check and help prepare the Georgia Defined Contribution refund paperwork.

Pay Rate Changes, Job Changes

Send an e-mail requesting the pay rate/job change and specify an effective date. Include a detail ed outline of the circumstances which justify the pay change.

Send an e-mail detailing any other employment change requests so the circumstances can be evaluated and the proper course of action can be initiated.

The requesting department will receive a copy of all PSFs prepared by the Tech Temp Office via e-mail. Please review these copies for accuracy and if you have any questions or concerns, contact us immediately at 404-894-7011 or 404-894-8963.

Tech Temp Service

Policy No: 
8.61
Type of Policy: 
Administrative
Effective Date: 
June 2005
Last Revised: 
March 2014
Review Date: 
March 2017
Policy Owner: 
Human Resources
Contact Name: 
Charvette Webb
Contact Title: 
Talent Acquisition Manager
Contact Email: 
charvette.webb@ohr.gatech.edu
Policy Statement: 

Georgia Tech Temps are temporary employees of the Georgia Institute of Technology. Temporary employees shall be employed for a period no longer than six calendar months; however, such temporary employment may be extended up to an additional six months if the appropriate employing supervisor needs the services of that individual, subject to the approval of the Associate Vice President for Human Resources or his/her designated representative. Once an individual has served as a "temporary" employee for a twelve month period, he/she shall not thereafter be employed as a "temporary" employee until a period of thirty (30) calendar days has elapsed. Temporary employees are not eligible to participate in any of the benefits programs offered by the Institute. All assignments are temporary and the Office of Human Resources (OHR) cannot guarantee continuous work assignments. OHR will make every effort to send current Tech Temps on assignments when they become available.

Tech Temp recruitment through the Office of Human Resources is facilitated by use of the Georgia Tech online application system. However, departments may hire applicants (who can present a resume proving their qualification for a position) via personal referral. Hiring managers also have the option to hire a temporary employee through a currently approved and contracted temporary employment vendor (vendor temporary workers are not considered to be Georgia Tech employees and are not paid through Georgia Tech payroll). Information regarding currently approved vendors can be obtained by contacting the Georgia Tech HR/Tech Temp office.

Procedures: 

Requirements for Eligibility

Before the start of any assignment, Tech Temp applicants who are hired as campus employees (whether through referral or OHR recruitment) must provide the Office of Human Resources with the following; an authorized Pre-Employment Screening Request Form, an updated resume documenting their qualification for the open position, proper identification proving their eligibility to work in the United States, and a Tech Temp Job Order Request (signed and dated by the hiring department). The cost of pre-employment screening is the responsibility of the hiring department. See OHR online Policy No. 5.6 for a list of safety sensitive positions.

Benefits Eligibility

Tech Temp employees are not eligible to participate in any of the benefits programs offered by the Institute except for the mandatory Georgia Defined Contribution Plan and the optional 403(b) retirement plan.

Criminal Background Investigations

Georgia Tech requires a criminal background investigation for all Tech Temps. Board of Regents policy prohibits employment of applicants with certain convictions. Applicants with a history of these convictions will be refused employment with Georgia Tech. Before the start of any assignment, a Tech Temp must present a departmentally authorized Pre-Employment Screening Request Form. A hiring manager must receive confirmation of a passed background check from the HR/Tech Temp office before any Tech Temp begins work.

Pre-employment and Substance Abuse Screening

Georgia Tech requires alcohol and drug screening tests for individuals working in selected safety-sensitive positions. The notification requiring pre-employment alcohol and drug tests is included in all advertised (regular and temporary) safety-sensitive positions included in the program. Applicants testing positive for alcohol and/or drug abuse will not be considered for employment at Georgia Tech for a period of two years.

Candidates are not allowed to start working until the Tech Temp Office calls a department by phone or e-mail to officially give the hiring status. Timeliness regarding notification of test results can vary depending on applicant's date of specimen submittal, results of test, and administration of Medical Review Officer Rules regarding confidentiality. Complete information regarding this policy can be located at Pre-Employment and Substance Abuse Screening.

Dress

Tech Temps should dress in a professional manner appropriate to their work assignment and/or department. Complete guidelines regarding dress for classified staff can be found, online, in the Business Casual Dress Policy for Summer and Fridays.

Punctuality

It is the responsibility of each temporary employee to be on time for all assignments. If a situation occurs where the Tech Temp is unable to be on time, or must cancel the assignment, the Tech Temp must call the immediate supervisor. If problems such as absenteeism or tardiness persist, the Tech Temp will be terminated.

Evaluation and Performance Expectations

Tech Temps sent out on assignments will be evaluated by the department. The evaluation will be returned to the Office of Human Resources and become part of the employment records. Unsatisfactory evaluations will result in the Temp being denied future referrals as a Tech Temp. Departments may terminate the assignment at any time based on performance, change in needs, or budget considerations. It is the Temp's responsibility to clear all departments at the end of each assignment (turn in keys, Georgia Tech I.D., etc.).

Parking

For information concerning parking permits please see the Office of Parking and Transportation for further information.

Pay Period

Pay periods end every other Wednesday, and checks are issued the following week on Friday.

Overtime

Tech Temps on assignment do not normally work overtime (more than 40 hours in one workweek) unless written approval is first received from the current supervisor.

Transfers

Tech Temps on long term assignments will not be transferred to another assignment unless they have been on the current assignment at least one month; made a request in writing to be reassigned; and, received a favorable evaluation from their current assignment.

Regular Employment

Hiring for regular positions is coordinated by the Office of Human Resources. Temporary employees may apply for internal campus-wide (and departmental postings within their department) positions listed on the OHR online application Job Bulletin.

Distinction Between Tech Temp and Temporary Researcher

Applicants who are being considered for positions conducting scientific research (and generally requiring an advanced degree) on a temporary basis should be classified in an appropriate research faculty position. These research faculty positions require additional credential verification (transcripts, reference letters, BOR approval, etc.) beyond what is required to become a Tech Temp. Any Tech Temp job order request that is submitted with primary duties of conducting scientific research will be evaluated by the HR/Research Faculty office for proper classification.

Terminations, Reorganizations, and Reassignments

Exit Interview

Policy No: 
12.3
Type of Policy: 
Administrative
Effective Date: 
August 2011
Last Revised: 
August 2011
Review Date: 
March 2017
Policy Owner: 
Human Resources
Contact Name: 
Charvette Webb
Contact Title: 
Talent Acquisition Manager
Contact Email: 
charvette.webb@ohr.gatech.edu
Policy Statement: 

To view the Board of Regents Policy on Exit Questionnaires, please visit: http://www.usg.edu/hr/manual/exit_questionnaires/

To access the Georgia Tech Office of Human Resources exit survey, please visit: http://gtohr.gtexit.sgizmo.com/s3

For Georgia Tech Office of Human Resources Termination Procedures, please visit: http://www.ohr.gatech.edu/termination

Reassignment and Reductions in Force

Policy No: 
12.5
Type of Policy: 
Administrative
Last Revised: 
July 2015
Review Date: 
November 2016
Policy Owner: 
Human Resources
Contact Name: 
Kim Harrington
Contact Title: 
Associate Vice President-Human Resources
Contact Email: 
kim.harrington@ohr.gatech.edu
Reason for Policy: 

The Institute established this policy to address unit reorganization and/or reduction of Institute programs and the reassignment or termination of employees.

Policy Statement: 

It is the goal of Georgia Tech to provide a working environment which offers job stability and security for all Institute employees; however, the continuation of academic, research, and service programs depends to a large degree on the availability of State and Federal funds and the organizational needs of the unit.

Scope: 

Entities Affected By This Policy

All employees of the Georgia Institute of Technology are covered by this policy.

Who Should Read This Policy

All employees within the Georgia Institute of Technology should be aware of this policy.

Policy Terms: 

Reduction in Force
An involuntary separation of an employee due to shortage of funds, lack of work, organizational changes, or other reasons of business necessity which require a reduction in staff.

Reassignment
 A change from one position to another

Procedures: 

The policy is intended to explain the process to follow should it become necessary to reassign or terminate the services of regular employees because of general program or project reduction, discontinuance, or modifications.

  1. Staff reassignments or reductions will be determined on a unit or department basis as necessary.
  2. If reassignment within the same unit or department is not possible and a determination has been made to reduce the work force, a written summary justifying the proposed actions shall be prepared by the unit head for review by appropriate higher administrative levels, the Chief Human Resources Officer, and approval by the President or the President's designee. For positions being eliminated, the summary must include the incumbent's age, sex, and race. The summary must also include plans for reassignment or discontinuation of duties.
  3. Factors to be taken into account in determining which employee(s) are to be terminated shall include length of service, overall job performance, the position level, and future organizational needs.
  4. Employees whose employment will be terminated will be afforded as much notice as possible. Whenever possible the employee should receive the notification at least sixty (60) and preferably ninety (90) days prior to the effective date.
  5. The Office of Human Resources shall be notified concurrently with the terminating notice to the employee(s) in order that preferential referral to other available Institute positions can be made.

Appeals of terminations because of general program or project reduction, discontinuance, or modifications are prohibited according to the University System of Georgia's Grievance Policy (refer to the University System of Georgia's Grievance Policy for more details).

Responsibilities: 

The responsibilities each party has in connection with Reassignments & Reductions in Force are:

Party Responsibility
Office of Human Resources, Performance and Talent Management Ensure compliance with policy and offer assistance with policy interpretation.

    

Reorganizations

Policy No: 
12.6
Type of Policy: 
Administrative
Last Revised: 
November 2010
Review Date: 
November 2016
Policy Owner: 
Human Resources
Contact Title: 
HR Business Partner Manager
Reason for Policy: 

The Institute established this policy to address unit reorganization which may result in one or more of the following conditions: addition or elimination of responsibilities that impact the structure and scope of the unit, change(s) in reporting relationships within the unit that impact occupied positions, and significant increase or decrease in the number of positions.

Policy Statement: 

It is the goal of Georgia Tech to provide a working environment which offers job stability and security for all Institute employees; however, the continuation of academic, research, and service programs depends to a large degree on the availability of State and Federal funds and the organizational needs of the unit. Reorganizations should always be based on sound business reasons which promote the improvement or enhancement of operational efficiencies, implementation of best practices, and/or achieve cost reduction.

Scope: 

Entities Affected By This Policy

All classified employees of the Georgia Institute of Technology are covered by this policy.

Who Should Read This Policy

All classified employees within the Georgia Institute of Technology should be aware of this policy.

Policy Terms: 

Reorganization
The restructuring of an organizational unit, which may result in one or more of the following: addition or elimination of responsibilities that impact the structure and scope of the unit, change(s) in reporting relationships within the unit that impact occupied positions, and significant increase or decrease in the number of positions.

Procedures: 

The policy is intended to explain the process to follow should it become necessary to reorganize an organizational unit, which may result in one or more of the following: addition or elimination of responsibilities that impact the structure and scope of the unit, change(s) in reporting relationships within the unit that impact occupied positions, and significant increase or decrease in number of positions. 

The requesting unit must prepare a reorganization plan detailing the reasons for action and the positions to be affected. The information should be prepared in the form of a memorandum directed to the AVP-OHR. The recommended format for the memorandum is:

  1. Describe actions the unit has taken to this point, if any, to respond to budget reductions (i.e. services, programs or events eliminated, unfilled positions in unit, reductions in travel, etc.)
  2. Describe the current business operations and the role of the affected positions within the operation of the unit. Attach a current organization chart with employee titles.
  3. Describe the new/different business operations and the impact on positions within the unit. If positions are being reclassified or new positions are being created, include the proposed new job titles; if jobs are being eliminated or an employee's percentage of time is being changed, elaborate on the rationale for doing so. Factors to consider include, but are not limited to: employee tenure with the Institute or department, job performance, and job competencies. Attach a proposed organization chart reflecting the new organization along with relevant job classification questionnaires.
  4. Summarize the changes including the number of jobs eliminated, the number of jobs to be changed or created, and any salary savings or adjustments. Include the dates the actions are to be implemented.
  5. Include an approval signature block for the AVP-OHR.

Within the Office of Human Resources, the plan will be reviewed by HR Consultancy, Employee Relations, and Compensation (referred to collectively as the "OHR Group"). This review will consist of an assessment of the probable impact on affected personnel. Specifically, the OHR Group will analyze:

  1. The impact on employees, particularly those in protected classes
  2. The impact of new assignments/opportunities
  3. The length of service of affected employees
  4. The salary equity within the unit
  5. The demonstrable business reasons for the reorganization

The Compensation unit will analyze the impact of the reorganization on current and proposed job grade assignments.

The OHR Group will submit the plan to the AVP-OHR along with a recommendation to approve or deny the request. HR Consultancy will notify the requesting unit, in writing, of the Institute's decision.

Therefore, the following levels of approval are required:

  1. Unit Level: Dean or Associate Vice President
  2. Office of Human Resources: Heads of Consultancy, Employee Relations, and Compensation
  3. Executive Level: AVP-OHR

The University System of Georgia prohibits appealing actions associated with reorganizations such as termination, demotion, salary reduction, program modification, promotion decisions, hiring decisions, challenges to transfers or reassignment, challenges to classification or salary decisions, and termination or layoff because of lack or work or position elimination (refer to the University System of Georgia's Grievance Policy for more details).

Responsibilities: 

The responsibilities each party has in connection with Reorganizations are:

Party Responsibility
Office of Human Resources, ConsultancyEnsure compliance with policy.
Office of Human Resources, Performance and Talent ManagementEnsure compliance with policy and offer assistance with policy interpretation.

 

Termination Procedures

Policy No: 
12.9
Type of Policy: 
Administrative
Effective Date: 
August 2011
Last Revised: 
July 2015
Review Date: 
August 2017
Contact Name: 
Kim Harrington
Contact Title: 
Associate Vice President-Human Resources
Contact Email: 
kim.harrington@ohr.gatech.edu
Procedures: 

To view the Board of Regents Policy on Resignations addressing voluntary terminations, please visit: http://www.usg.edu/hr/manual/resignations/

To view the Board of Regents Policy on Dismissals, Demotions or Suspensions addressing involuntary terminations, please visit: http://www.usg.edu/hr/manual/dismissal_demotions_or_suspensions

To view the Board of Regents Policy on Exit Questionnaires, please visit: http://www.usg.edu/hr/manual/exit_questionnaires/

For Georgia Tech Office of Human Resources Termination Procedures, please visit: http://www.ohr.gatech.edu/termination

Unemployment Compensation

Policy No: 
4.13
Type of Policy: 
Administrative
Effective Date: 
February 2000
Last Revised: 
July 2015
Review Date: 
February 2017
Policy Owner: 
Human Resources
Contact Name: 
Sherald Giddens
Contact Title: 
Records Supervisor
Contact Email: 
sherald.giddens@ohr.gatech.edu
Policy Statement: 

Institute employees are covered under The Georgia Employee Security Act, known as unemployment compensation. This insurance program is designed to assist eligible employees who are temporarily unemployed through no fault of their own, are able and available for work, and are unsuccessful in finding work.

Procedures: 

Employees are mailed a separation notice following termination. The notice should be used to apply for unemployment compensation if eligible for benefits. The notice will be issued by the Benefits Department. If further information is needed contact the Benefits Department at (404) 894-1417.