Employment Verification Guide

Employment verification is REQUIRED for all recipients of the West Virginia Nursing Scholarship Program. All recipients must submit annual verification to ensure compliance with the terms of their promissory notes.

Post Graduation Requirements Webinar

Service Obligation Requirements by Scholarship Type

LPN Employment Verification

- Each LPN recipient must complete a one year service obligation for each award year they receive an award.
  - The position must have a minimum requirement of an LPN license.
  - Work must be full-time in West Virginia as defined by their employer.
    - The full-time requirement may be met through more than one form of employment as long as the practice is equivalent to 36 hours or more per week.
- All recipients are expected to obtain licensure and employment within 6 months of graduation to avoid having to repay the award.
- Recipients are responsible for locating employment and submitting the required employment verification forms for approval to the West Virginia Center for Nursing.
- LPN recipients completing a one year service obligation are required to submit an employment verification twice:
  - The first time is after they obtain employment (example - LPN starts work June 17th, 2019 and turns first form in July 8th, 2019)
  - The second time is in the anniversary month of the date of their first employment (example - based on date of first employment, LPN should submit second form June 2020).
- Each employment verification received allows us to defer repayment of the award for one year. After the last employment verification form is received, the amount of the scholarship will be cancelled out of Heartland ECSI and you will be considered as having completed the obligation.
If employment verifications are received late, you may receive a bill from Heartland ECSI. If you receive a bill, please contact the Center at nursing@wvhepc.edu as soon as possible to avoid being turned over to collections.

RN Employment Verification

- Each RN recipient must complete a two year service obligation for each award year they receive an award.
  - The position must have a minimum requirement of an RN license.
  - Work must be full-time in West Virginia as defined by their employer.
    - The full-time requirement may be met through more than one form of employment as long as the practice is equivalent to 36 hours or more per week.
- All recipients are expected to obtain licensure and employment within 6 months of graduation to avoid having to repay the award.
- Recipients are responsible for locating employment and submitting the required employment verification forms for approval to the West Virginia Center for Nursing.
- RN recipients completing a two year service obligation are required to submit an employment verification three times:
  - The first time is after they obtain employment (example - RN starts work June 17th, 2019 and turns form in July 8th, 2019)
  - The second time is in the anniversary month of the date of their first employment (example - based on first date of employment, RN should turn form in June 2020).
  - The third time is in the anniversary month of the date of their first employment (example - based on first date of employment, RN should turn form in June 2021)
- Each employment verification received allows us to defer repayment of the award for one year. After the last employment verification form is received, the amount of the scholarship will be cancelled out of Heartland ECSI and you will be considered as having completed the obligation.
If employment verification are received late, you may receive a bill from Heartland ECSI. If you receive a bill, please contact the Center at nursing@wvhepc.edu as soon as possible to avoid being turned over to collections.

Graduate Nurse Employment Verification

- Each graduate nursing recipient must complete a two year service obligation for each award year they receive an award.
  - The position must be as a nursing educator at a West Virginia school of nursing.
  - Work must be full-time in West Virginia as defined by their employer.
    - The full-time requirement may be met through more than one form of employment and may teach and practice concurrently if the equivalent is a full-time status of 36 hours or more per week.
  - At a minimum, part of their work must include employment as a nursing educator at a West Virginia school of nursing.
  - A recipients employment while obtaining their graduate nursing degree does not count towards the post graduation service obligation requirement.
- All recipients are expected to obtain employment within 6 months of graduation to avoid having to repay the award.
- Recipients are responsible for locating employment and submitting the required employment verification forms for approval to the West Virginia Center for Nursing.
- Graduate nursing recipients completing a two year service obligation are required to submit an employment verification three times:
  - The first time is after they obtain employment (example - Recipient starts work June 17th, 2019 and turns form in July 8th, 2019)
  - The second time is in the anniversary month of the date of their first employment (example - based on first date of employment, recipient should turn form in June 2020).
  - The third time is in the anniversary month of the date of their first employment (example - based on first date of employment, recipient should turn form in June 2021)
- Each employment verification received allows us to defer repayment of the award for one year. After the last employment verification form is received, the amount of the scholarship will be cancelled out of Heartland ECSI and you will be considered as having completed the obligation.
If employment verification are received late, you may receive a bill from Heartland ECSI. If you receive a bill, please contact the Center at nursing@wvhepc.edu as soon as possible to avoid being turned over to collections.

IMPORTANT NOTES:

If you change jobs while completing your service obligation, you will need to submit TWO employment verification forms:

- - one from your former employer and will include your employment end date
  - one from your new employer showing your employment start date

Documentation supplies should indicate less than a month's gap in employment. If there is a greater than a month gap, your service obligation will be extended by an amount equivalent to the gap in employment up to 6 months. If the gap in employment is greater than 6 months, you may be required to repay the award.

We are unable to call employment verification services to verify your employment at specific employment facilities because we are not registered with these services. Additionally, many of these verification services cite out-of-state locations when a healthcare facility is owned by a larger corporation. We must verify the specific worksite location to verify your service.

Email reminders will be sent to the last email address we have on record. Be aware if your contact information has changed since you were awarded or last verified your employment, you may miss these reminders. If you are unsure of what email address is on record, please email nursing@wvhepc.edu to update your record.

EMPLOYMENT VERIFICATION FORMS

You have two methods for completing and submitting your employment verification form. Prior to selecting which option works best for you, please read the descriptions to understand which option is best for you.

- An electronic form that allows you to input your supervisor's email address to be automatically sent to them for completion. This form will send you notifications once the form has been completed by your supervisor and submitted for approval and processing. All parts of this form are automated so once you complete your section of the form, there is no need for additional action from you unless your supervisor does not sign off on the form promptly. PLEASE BE AWARE THAT IF YOUR SUPERVISOR DOES NOT SIGN OFF ON THE FORM, WE HAVE NOT RECEIVED IT. CHECK WITH YOUR SUPERVISOR. IF THEY DO NOT HAVE IT IN THEIR EMAIL, USE THE FILLABLE PDF INSTEAD. To access the electronic form, click here:

- - - Electronic Employment Verification Form

- A fillable PDF form that allows you to print out the form, have a supervisor fill out their section, and requires that you submit the form via email or fax once it has been completed. Using this option is not automated and requires additional steps on your part to ensure submission of the employment verification form. We HIGHLY recommend that you the recipient of the award submit the verification form after obtaining your supervisor's section of the form to ensure it is turned in. To access this fillable PDF, click here:

- - - Fillable PDF Employment Verification Form