Credential Policy Regarding Transcripts, Licenses, and Certificates

Scope

all regular employees

Policy

Degree verification is a mandate of our accrediting agencies, but it is also our obligation based on our commitment to quality academic instruction and research, stewardship of resources and the integrity of all educational processes. Albion College requires an employee’s official transcript of the highest degree attained for all Faculty, Academic Professionals and Administrative Professionals whose positions require College degree. If the highest degree is not directly related to the teaching/professional assignment, an official transcript of the degree that is relevant to the assignment must also be submitted.

In addition, employees are required to furnish to the Human Resources Department all other documents required by the job description for their respective position, including preferred qualifications. The documents may include, but are not limited to, copies of valid certificates, copies of valid licenses, proof of work experience, or other proof of credentials and qualifications. New/Renewed certificates, licenses, etc. should be submitted to Human Resources once received.

Definitions

Official Transcript: An official transcript is a transcript that is sent directly from the issuing authority or evaluation service to the College by mail or electronic service (e.g. e-Script-Safe or similar service provider) sent to [email protected].

Valid Licenses/Certificates: Any license or certificate required by the job description of the position in which the individual serves the College. Valid refers to these licenses and certificates being active with the certifying organization and not expired, revoked, restricted, or sanctioned in any way that would prevent the individual from being qualified in performing the full duties of the position as described in the job description.

Proof of Work Experience: Work experience is verified through the College’s reference check process and will include dates of employment and position(s) held. Work experience may also be verified through other documentation such as a Form W-2 Wage and Tax Statement or Form 1099 Miscellaneous Income with redacted confidential information, an employer’s official correspondence on letterhead, or other appropriate documentation to support the employee’s credentials and qualifications as required by the job description.

Procedure:

Required transcripts, licenses, certificates, and any other proof of credentials and qualifications must be on file with Human Resources office.

Transcripts: Requests and related costs for producing official transcripts are the responsibility of the employee. Photocopies of transcripts and transcripts stamped “Issued to Student” are not accepted. For transcripts to be considered ‘official’, they must be mailed directly from the degree-granting institution to:

Albion College
Human Resources
4664 Kellogg Center
Albion, MI 49224

Every effort should be made by all employees to provide the College with required transcripts by the first day of employment. Copies of transcripts will be accepted until the official transcripts are received. When the official transcripts cannot be provided by the first day of employment, employees will have 30 days from hire date to provide official transcripts to the Human Resources office.

Licenses and Certificates: When a job description requires a valid license or certificate, copies of these documents must be on file in the Human Resources office prior to the first day of employment.

Work Experience: When a job description requires prior work experience, verification documents, if requested, must be obtained prior to the first day of employment.

Until these documents are submitted, an employee will not have any contractual expectancy of employment. Failure to provide these documents may result in the termination of the employment relationship.

President’s Administrative Council approved 5/2019