4.30 Background Checks for Employees

Purpose

The purpose of this policy is to establish guidelines for consistent and non-discriminatory background checks as part of the employment process for university employees and volunteers in accordance with federal and state public policy and laws, including the Fair Credit Reporting Act. This policy is intended to promote a safe learning and work environment, to protect the University's assets, including its employees, property, and information, as well as to assist departments in making well-informed hiring decisions. 

Policy Statement

All full-time and part-time, temporary (including individuals hired through a staffing agency) and non-temporary positions for faculty and staff require the completion of a criminal and national sex offender registry background check for the selected internal or external candidate. Degree verifications are required for all temporary and non-temporary positions that have post-secondary degree(s) as a required qualification. Human Resource Services (HRS) has the authority to designate those university positions, based on position responsibilities, which require additional background checks such as credit history or motor vehicle record. A criminal and national sex offender registry background check may be waived by the division head if HRS has confirmed a background check yielding satisfactory results was completed within the preceding 12 months, unless additional background check types are required. A criminal and national sex offender registry background check may be waived by HRS in rare emergency situations where a temporary position of no more than a one day duration did not allow for a timely check to be completed in advance.   

For employee and volunteer positions, including graduate assistantships, work study and student employment positions, the University will comply with all legally required background check types, such as those required by Department of Transportation regulations for safety-sensitive positions and child abuse checks for child care providers.  Search processes will include appropriate measures to notify applicants of background checking requirements.

Procedure

Prior to being extended an offer of employment or volunteer assignment a candidate will have all relevant academic and/or professional credentials, work history, and references verified by a search committee or their designee. Background checks will be completed post offer with all offers being contingent upon the completion of satisfactory relevant background checks.

Once an employment offer has been accepted by a candidate, upon notification of the acceptance, HRS will initiate the background check with the selected background check vendor. The vendor will contact the candidate to obtain consent and all appropriate information to begin the background check. If the candidate does not consent to the background check, the offer of employment will be withdrawn.

The HRS Director, or designee (hereafter referred to as HRS Director), will review all information received in conjunction with a criminal background check, credit history report and/or motor vehicle operator license validation and determine if it raises any legitimate employment concern. In that case, the HRS Director will consult with University Counsel and the relevant division head to make a final determination regarding the finalist's status. HRS will communicate with the appropriate hiring official, providing no details other than the finalist is either "acceptable," in which case the hiring process moves forward, or "unacceptable," in which case the finalist is disqualified from further consideration. In the latter case, the HRS Director will also notify the finalist in writing.

HRS will be responsible for all degree verifications. The selected candidate will be eligible to begin work once relevant background check(s) and degree verifications are satisfactorily completed. Information obtained from additional checks, beyond work history, is confidential and will be kept separately in a secured file in HRS.

Contact Human Resource Services if you have questions regarding this policy or related procedures.