University Human Resources is responsible for administering licensure and certification policy for certain health care provider job classes.

University Human Resources is responsible for ensuring that covered health care providers, to include registered nurses, licensed practical nurses, and other allied health care providers, maintain current Virginia licensure or required certification in areas where patient care is practiced.

Covered health care providers are responsible for maintaining licensure and certification requirements in accordance with State of Virginia and the University of Virginia policy. Covered health care providers must retain a current status in the State of Virginia's on-line licensure data base that is available for University Human Resources' verification via the World Wide Web or a faxed letter from the State of Virginia's Board of Health Professionals verifying licensure in Virginia or must retain a copy of a current license or certification on file with University Human Resources at all time.

Covered health care providers who are in a probationary status pending receipt of licensure or certification must inform their managers of board examination results immediately so that appropriate action may be taken. Failure to do so may result in termination of employment.

Any licensed employee whose license has lapsed shall be considered an illegal practitioner and shall be subject to disciplinary action pursuant to the University of Virginia policy and to prosecution under the provisions of the Code of Virginia, if applicable.

Any contracted person, such as an independent contractor or person contracted through a traveling agency, whose license has lapsed, shall be considered an illegal practitioner and such contract shall be immediately terminated.

Designated licensure and certification information will be entered into the Human Resource System (HRS). The license or certification copy of all covered health care providers whose license status cannot be verified as current through the Department of Health Professions web-based verification system, will be scanned and the image stored on optical disc in the University Human Resources. Faxed photocopies of licenses and certifications are acceptable as documentation as long as the photocopy is legible.

New Hires/Rehires
All applicants for positions that require Virginia licensure or certification must show proof of possession of the requisite current license or certificate prior to beginning employment with the University of Virginia. A copy of the original current license or certificate must be presented to University Human Resources before an employee may be authorized to begin employment. Exceptions and requirements for board eligible health care providers who are allowed to work during the period of probation are noted in the policy section for the specific profession.

Maintaining Current Licensure or Certification After Employment
University Human Resources will monitor the status of current employee licenses or certification information. A monthly listing of employees with licenses or certificates due to expire will be sent to the appropriate manager. A license or certification expiration notification letter will be mailed to the employee's home address near the first of the month in which the license or certificate is due to expire. The letter will instruct the employee to present a copy of the original license or certificate renewal or fax a copy of the license or certificate or verification via the World Wide Web to University Human Resources prior to the date of expiration.

Suspension Process
If a copy of the current Virginia license or certificate has not been received by the University Human Resources, by 5:00 p.m. on the date of expiration, the employee will be placed on administrative suspension effective the date following expiration of the license. The manager will retain the employee on suspension for a period of up to 15 days or upon presentation of current Virginia license, whichever comes first. A letter will be mailed from University Human Resources to the employee's home address stating that he/she has been placed on suspension for failure to present evidence of current Virginia licensure or certification and that employment will be terminated if he/she fails to present it within 15 days. It is the responsibility of the employee to present a copy of the current Virginia license or certification, when it is obtain, to University Human Resources before returning to work.