I13: Credentials

Responsibility for Maintenance: Human Resources

Date of most recent changes:  June 28, 2022

I. Policy Statement

It is the policy of Onondaga Community College to require that candidates for employment possess appropriate license, certification, diploma, prior work experience, and background.  Onondaga Community College will make every effort to insure such requirements are bona fide occupational qualifications and do not impose artificial barriers to employment. 

Onondaga Community College expects that candidates for employment will not materially overstate or misrepresent their qualifications for employment and that employees will take the steps necessary to maintain required certification, licensure, and/or registration. 

Candidates and employees have an obligation to produce timely, appropriate documentation demonstrating they meet the requirements for appointment to a position. 

II. Reason for Policy

To ascertain whether candidates for employment possess licenses, certifications, diplomas, prior work experience, background or other credentials essential to the legal or proper performance of the duties of a position.       

III. Applicability of the Policy

This policy applies to all faculty and adjunct faculty teaching credit courses, all Professional Administrators, and all managerial/confidential employees of Onondaga Community College.  Non-credit instructors are not included within the context of this policy. 

V. Related Documents 

• Onondaga Community College Policy I11 Background Checks 

V. Contacts

VI. Procedures

Human Resources shall maintain in the individual personnel files of all faculty and administrative employees the following: 

• letter of application/cover letter;
• resume/curriculum vitae and employment application; 
• official transcript(s); and 
• current certification(s), license(s), and registration(s) required by the State of New York or accreditation bodies.  Copies of the preceding documents are acceptable.    

All employees of Onondaga Community College, upon applying for employment utilizing the College Application process must sign and/or initial an acknowledgement statement attesting the following:

Onondaga Community College ensures equal opportunity employment without regard to race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status or criminal conviction record in accordance with state and federal law. I authorize all former employers, their employees, their representatives, and agents to provide any and all information about my employment and job performance to the Onondaga Community College, and its employees, representatives, and agents. This information may be provided either verbally or in writing. I release any former employers, their employees, and representatives, former educational institutions, or any person listed as a reference, from any and all liability, claims, or damages that may directly or indirectly result from the use, disclosure, or release of such information by any person or party, whether such information is favorable or unfavorable to me. I represent that the employment history and facts contained in my application materials, including my professional vita, cover letter, and other information provided, are complete and accurate.  I understand that any misrepresentation or omission of facts may prevent my employment or be cause for termination.  I further understand and acknowledge that any offer of employment is contingent on my ability to perform, with or without reasonable accommodation, the essential functions of the job assigned.  Any offer of employment with Onondaga Community College is contingent upon the satisfactory completion of a background check and proof of education. If hired, I agree to provide proof of my identity and work authorization as required by the Immigration Reform Act of 1986. Failure to provide appropriate document of verification of employment eligibility shall result in immediate termination of employment and/or offer of employment. This application will become a permanent record for those employed and, if hired, I agree and understand that my electronic submission of the application materials is the equivalent of my signature.  By submitting these materials, I certify that I have read, understand, and agree with the statements set forth above.  

In order to maintain current files on current employees, Human Resources will send notification/reminder to faculty, adjunct faculty and management/confidential staff annually noting employees’ responsibility to maintain accurate and up-to-date credentials with Human Resources. The Academic Affairs will assist Human Resources in ensuring compliance by faculty and adjunct faculty.

Furthermore, Human Resources will conduct an annual audit of employee files whereby 10 files will be chosen at random and reviewed individually for compliance.   

VII. Forms/Online Processes 

• Credentials Form
• Employment Application – Faculty and Administrator Positions

Approved by OCC Board of Trustees April 3, 2006

Updated and approved by the OCC Board of Trustees June 19, 2012

Updated and approved by the OCC Board of Trustees June 17, 2014

Updated and approved by the OCC Board of Trustees June 28, 2022