Operations Manual

1. Focus of check.
   1. Merit staff (temporary or regular):
      1. All hires in classifications that require a specific certification or license.
      2. Specific hires where the hiring selection was influenced by the representation of a higher education degree, certification, or license.
   2. Professional and scientific staff (temporary or regular): All hires.
   3. Faculty (temporary or regular): All hires.
2. Scope of check. In all cases, departments check the degrees, certifications, or licenses¹ that either are relevant to a hiring selection or that influences the setting of a salary. In most cases, departments need only check the highest-level credential represented on the candidate's resume or application. However, in some cases because of the position requirements, it is necessary to check the highest-level credential and/or the most directly relevant or any required credential related to a hiring decision.
3. Notice and timing of check.
   1. Candidates are informed during the interview stage that employment at The University of Iowa is contingent on a successful check of their credentials. This allows candidates to provide clarifying information, e.g., a degree obtained under a different last name. Departments secure a signed release from each candidate at the close of the interview. This permits the department to check credentials through a variety of methods including Degree Verify, the National Student Clearinghouse's electronic database. The release form can be downloaded at https://hr.uiowa.edu/sites/hr.uiowa.edu/files/2019-07/Disclosure%20of%20Credential%20Verification.pdf.
   2. If the offer letter is given to the candidate of choice prior to completion of the credential check, the offer letter reiterates that a credential check is being conducted and that University of Iowa employment is contingent on a successful outcome.
   3. Credential checks are conducted immediately upon selection of the candidate(s) of choice and submitted for verification no later than 15 days following the candidate's first day of employment.
4. Acceptable methodologies. Departments may use the following methodologies to carry out a credential check.
   1. For verification of license or certification:
      1. Verification through contacting the granting institution, or
      2. Verification through visual inspection of original certification or license.
   2. For verification of academic degree:
      1. Verification through the National Student Clearinghouse's electronic database, Degree Verify.² Verification via this method must be attempted before contacting the granting institution.
      2. If Degree Verify cannot verify a candidate's degree for any reason, including the granting institution is not included in Degree Verify's database, the hiring department may contact the granting institution directly. For faculty hires, if the contact is made by telephone, a dated, signed memo of the contact should be prepared by the person making the inquiry (countersigned by the DEO if they did not make the inquiry), stating the name of the office and the name and title of the person who provided the verification.
      3. If Degree Verify cannot verify and a granting institution is not willing to release the information, then visual inspection of the original diploma or certified copy of a transcript may be used.
   3. Additional verification methods for faculty hires:
      1. A letter from the granting institution's graduate college, professional college, registrar, or other institutional office certifying that the candidate has received the degree or completed all of the requirements for the degree.
      2. A letter of reference on the granting institution's letterhead from the applicant's major adviser or department chair which includes language that clearly indicates that the candidate has received the degree or completed all of the requirements for the degree.
      Note: Verification of professional credentials for faculty health care providers by one University of Iowa unit need not be redone by another (e.g., if M.D. degrees have been verified by the UIHC, a college may use their verification)
      
      Colleges may set more stringent requirements, for example, disallowing verification by phone or requiring that a letter of reference from the major adviser is acceptable only if it states that the degree has been granted.
5. Documentation and record keeping.
   1. Departments list credentials on the Human Resources transaction (appointment or transfer) and identify whether a credential check has been completed. If the check is complete, the list also indicates which credentials were verified as relevant to the hiring selection or the setting of salary.
   2. Human Resources Information Systems (HRIS) departmental reports indicate incomplete credential checks. Colleges, divisions, units, and departments are responsible for reviewing credential checks reports on a biweekly basis.
   3. All supporting documentation is be kept at the departmental level in the interview file, and in the event the candidate is hired, in the personnel file.
6. Falsification of credentials.
   1. Departments who believe a candidate has misrepresented a credential discuss the discrepancy with the candidate to provide a reasonable opportunity for the individual to provide clarifying information.
   2. If upon further review, it is the hiring department's judgment that a material misrepresentation has occurred, such that the candidate should no longer be considered for employment, or if already employed should be terminated, the department informs their Human Resources senior leadership representative (or dean, in the case of faculty) immediately. This person consults with University Human Resources (or the Office of the Executive Vice President and Provost in the case of faculty) and/or General Counsel before taking negative action.
   3. The disqualified candidate/employee is informed in writing of such action.
   4. If a disqualified candidate/employee seeks future employment at The University of Iowa, University Human Resources (or the Office of the Executive Vice President and Provost in the case of faculty) may inform the new hiring department. It is the responsibility of the hiring department to take into consideration this information in evaluating the candidate/employee.
7. Credentials acquired post-hire or corrections to existing information.
   1. If employees request a change in the HRIS credentials listing at any time post-hire, they notify the department, which then must verify the change per the methodologies identified above.
   2. When changing faculty credential information, a copy of the verification document should also be provided to the Associate Provost for Faculty, 111 Jessup Hall.

Footnotes

1. Includes driver's license when required for completion of duties. Verification can be completed through Risk Management.

2. Degree Verify is an electronic service sponsored by the National Student Clearinghouse that provides verification of higher education degrees. The Clearinghouse is a non-profit corporation, established in 1993, with an original mission to assist schools in their obligations to report student enrollment status. It has expanded its mission to degree verification. Verification can be completed at their website 24 hours per day/7 days per week. Typically, the response is immediate. However, if a degree pre-dates a participating school's electronic records, the response will typically take up to 24 hours.

Creation of Merit System staff positions is accomplished by submitting the appropriate requisition through the designated University hiring system for review and approval. 

Effective June 17, 2022, this policy has been revised. For individual changes, see the redlined version.

1. Records of efforts made to locate qualified women and minority group members (e.g., individuals contacted, published notices, and copies of letters) are kept by office and departmental administrative personnel for review.
2. Notices.
   1. Notices of available positions are published in local, regional, and national publications/websites where appropriate.
   2. Notices may not specify any preference, limitation, or specification based on sex unless sex is a bona fide occupational qualification for the available position.
   3. Equal Employment Opportunity (EEO) Tagline. To ensure compliance with federal regulations of the U.S. Department of Labor's Office of Federal Contract Compliance Programs (OFCCP), university departments shall include the following EEO tagline in all new external job announcements, advertisements, postings, and solicitations for nominations for all employment vacancies at the University of Iowa. The university’s jobs.uiowa.edu website, and any other job portal website utilized by the University of Iowa, shall also include the following EEO tagline:
      1. "The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, gender identity, or associational preferences."
      Questions regarding the appropriate usage of the EEO tagline may be directed to the Office of Institutional Equity, 202 Jessup Hall, 319-335-0705, oie-ui@uiowa.edu.
   4. A professional and scientific or administrative position is requested from University Human Resources, after which it is advertised for a minimum of ten business days. Departments are notified of the earliest date on which the position may be filled. A Merit System position is requested from University Human Resources after which it is advertised for a minimum of ten calendar days.
   5. Creation of professional and scientific staff positions is accomplished by submitting the appropriate requisition through the designated university hiring system for review and approval. Faculty and professional and scientific positions that are 50 percent or more time and extend for one year or more require a search which must comply with the affirmative action procedures at the university. Please consult the Office of Institutional Equity's Recruitment Manual for faculty and professional and scientific searches or contact the Office of Institutional Equity for more information about search requirements and procedures.
3. Application and appointment forms do not require different information for subgroups of applicants (e.g.,  men and women).
4. Information requested during interviews is the same for all  candidates.
5. Salaries are determined on the basis of merit only. Such factors as marital status, number of dependents, spouse's income or other sources of income are not considered in setting salaries.
6. Employment of relatives. See III-8 Conflict of Interest in Employment (Nepotism).
7. Affirmative Action and Tenure. See III-10.1 Tenure and Non-Tenure Appointments.
8. Employment of individuals with disabilities.
   1. Applicable federal and state law prohibits discrimination against qualified individuals with disabilities in employment practices such as job application procedures, hiring, promotion, discharge, compensation, training, benefits, and other conditions of employment. See also II-7 Disability Protection Policy. For more information about accommodations and about when an essential job functions analysis is required, please contact University Faculty and Staff Disability Services.
   2. For information about job application and employment of individuals with disabilities, see https://hr.uiowa.edu/support/faculty-and-staff-disability-services.
   3. For information about complaints of discrimination, see https://diversity.uiowa.edu/report/report-problem.
9. Temporary appointments.
   1. A temporary appointment is considered a short-term appointment to meet an emergency, such as when a position is vacated unexpectedly, or to meet temporary needs of the university. Temporary appointments may be made for one year or less to a faculty or professional and scientific position that is 50 percent (1040 hours) or more time without the requirement of an affirmative action search. Affirmative action searches are not required for faculty or professional and scientific positions that are less than 50 percent time (1040 hours), regardless of the length of appointment. Temporary appointments of less than 50 percent (1040 hours) will not be subject to the one-year appointment limitation.
   2. If during the term of the 50 percent (1040 hours) or greater temporary appointment the department anticipates the position extending beyond one year, then an affirmative action search must be completed as soon as possible and no later than within one year of the start of the initial temporary appointment. An affirmative action search also must be completed in the event that a temporary appointment of less than 50 percent (1040 hours) is increased to 50 percent (1040 hours) or more time and is expected to extend beyond the initial one-year temporary appointment. Exceptions include appointment in classifications designated on an annual basis by Compensation and Classification as experiencing a labor shortage.
   3. Limited extensions of temporary appointments of 50 percent (1040 hours) or more time beyond one year are permitted in extenuating circumstances with the prior approval of the Office of Institutional Equity.
   4. Temporary appointments held by retirees are subject to the standards outlined above, with the exception of those classifications designated on an annual basis by Compensation and Classification to be experiencing a labor shortage.
   5. The Office of Institutional Equity establishes search procedures for affirmative action searches. Contact the Office of Equal Institutional Equity for more information about search procedures.

Review

THE AMERICANS WITH DISABILITIES ACT (ADA)
(Adapted from the U.S. Equal Employment Opportunity Commission and the U.S. Department of Justice Civil Rights Division)

1. Who qualifies as a disabled individual under the ADA?
The ADA defines an individual with a disability as a person who:

1. has a physical or mental impairment that substantially limits one or more major life activities;
2. has a record of such an impairment; or
3. is regarded as having such an impairment.

Major life activities include caring for oneself, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning, and working.

2. What practices and activities are covered by the employment nondiscrimination requirements of the ADA?
The ADA prohibits discrimination in all employment practices including job application procedures, hiring, firing, promotion, compensation, training, and other terms, conditions, and privileges of employment. It applies to recruitment, advertising, tenure, layoff, leave, fringe benefits, and all other employment-related activities.

3. Does an employer have to give preference to a qualified applicant with a disability over other applicants?
No. An employer is free to select the most qualified applicant available and to make decisions based on reasons unrelated to disability.

4. What is a "reasonable accommodation"?
Reasonable accommodation is any modification or adjustment that will enable a qualified applicant or employee with a disability to participate in the application process or to perform essential job functions. Reasonable accommodation also includes adjustments to assure that a qualified individual with a disability has rights and privileges in employment equal to those of employees without disabilities.

5. When is an accommodation unreasonable?
An employer is not required to implement any accommodation that would impose an undue hardship. An undue hardship is an action or accommodation that would require significant difficulty or expense in relation to the size of the employer. If it is found that a particular accommodation would impose an undue hardship, the employer must consider whether there are alternative accommodations that would not impose such hardship.

6. What about health and safety standards?
The ADA permits employers to establish qualification standards that exclude individuals who pose a direct threat — i.e., a significant risk of substantial harm — to the health or safety of the individual or of others, if that risk cannot be eliminated or reduced below the level of a "direct threat" by reasonable accommodation. The employer must establish through objective, medically supportable methods that there is significant risk that substantial harm could occur in the workplace.

The ADA recognizes the need to balance the interests of people with disabilities with the legitimate interests of employers in maintaining a safe workplace. That goal is realized by requiring employers to make individualized judgments based on reliable medical or other objective evidence rather than on generalizations, ignorance, fear, patronizing attitudes, or stereotypes.

7. What about performance standards?
In the performance of essential job functions, with or without reasonable accommodations, an employer can hold employees with disabilities to the same standards of production/performance as other similarly situated employees without disabilities.

8. What impact does the ADA have on interviewing practices?
The ADA prohibits employers from asking a job applicant any questions that would cause the applicant to disclose a disability or medical condition. Interview questions must focus on the applicant's ability to perform the essential functions of the job. Interviewers may not ask an applicant if they have a disability or need an accommodation to perform the essential functions of the job. If the applicant volunteers that they need an accommodation to perform the essential functions of the job, an interviewer may ask about the type of accommodation needed by the applicant. The interviewer may not, however, ask any follow-up questions about the applicant's disability or medical condition.

See also II-1, II-7, and II-8.