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University Policy 36

Fraudulent Disclosure and Willful Nondisclosure of Information Relating to Applications for State Employment

Formerly Executive Memorandum 88-87
Initially approved: April 1, 1988
Revised: July 9, 2001
Technical Changes: March 13, 2017
Revised: January 30, 2024

Policy Topic: Personnel
Administering Office: Human Resources

Applicable to employees both subject to the State Human Resources Act and those exempt from the State Human Resources Act, this policy tracks State law and Board of Governors rules that require applicants for employment to be honest in representing their credentials and other qualifications when they apply for University employment. The applicant must sign a promise to that effect included as part of the employment application. Western Carolina University must keep certain records showing verification of credentials and other job qualifications. If fraud or misrepresentation is discovered, the applicant must be removed from consideration. An employee who falsifies such information and thereby receives employment is subject to dismissal. 

The Associate Vice Chancellor for Human Resources & Payroll is responsible for the employment of individuals subject to the State Human Resources Act through compliance with state regulations established and published by the Office of State Human Resources. 

The Associate Vice Chancellor for Human Resources & Payroll is responsible for the employment of individuals exempt from the State Human Resources Act through compliance with the Board of Governors regulations implementing state law as set forth in Regulation 300.2.3{R} Regulations Governing Fraudulent Job Applications 


  1. Based upon an examination of the position description, Human Resources must verify credentials regarding degrees awarded related to job qualifications including official transcripts where applicable. Additional credentials may include, ,, professional licenses, professional registrations, and professional certifications verified by the employing unit.
  2. Official transcripts and a written record of the verification(s) by Human Resources shall be made and maintained in the employee's personnel file. This record shall include the date of verification, the method of verification, the name of the official requesting the verification, and the name of the person or entity responding to the request, with copies of any documents procured incident to the verification process.  Professional licenses or other required certifications are maintained by the employing unit. 
  3. All verifications should be completed within 90 calendar days from the date of initial employment.


In accordance with the law, rules and regulations established by the State Human Resources Commission, and regulations adopted by the Board of Governors, the following sanctions shall be imposed for the willful falsification of credentials or other information significantly related to job qualifications or responsibilities or the willful nondisclosure of information significantly related to job qualifications or responsibilities.

  1. Upon discovery of any such falsification or nondisclosure prior to employment, the applicant shall be disqualified from any further consideration for the position in question.
  2. Upon discovery of the falsification or nondisclosure after employment:
    1. If the employee was determined to be qualified and was selected for a position based on false representation about credentials or other requirements for the position, the employee shall be dismissed.
    2. For all other willful falsifications or willful nondisclosures, the discipline imposed shall be based upon the circumstances of each case. Sanctions may include dismissal, demotion, reduction in pay, and written reprimand. In determining the level of the sanction to be imposed, the following criteria shall be relevant: sensitivity of the employee's position; effect of the false information on the hiring decision; advantage gained by the employee over other applicants; effect of the false information on the starting salary; and the advantage gained by the employee in subsequent promotion and salary increases. The employee's performance in the position, whether satisfactory or unsatisfactory, should not be considered in determining the level of sanction.
  3. Penalties will be imposed by the University only in accordance with procedural safeguards and requirements applicable to disciplinary actions against SHRA employees, faculty members, administrators, and other EHRA employees as required by the laws and regulations of the State of North Carolina, by the policies, rules and regulations of the University, by Section 603 of the University Code, and by Board of Governors' policies applicable to employees exempt from the State Human Resources Act.
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