Employment Verification and Background Checks Process

The policy applies to hires made through regular recruitment procedures or through waiver or exception.  Covered positions include those with full-time or part-time regular employment, whether it is continuous or term, and in the following categories:

contract (K base)
faculty (A or B base)
merit (E or H base)
professional & scientific (P base)

The Disclosure of Criminal Convictions and Prior Discipline and the Criminal History  Investigation are required of external candidates only.  An external candidate is someone not currently employed by the university in one of the following categories: faculty (A or B base), merit (E or H base), contract (K base), or professional and scientific (P base).
 

The Four Requirements:
 

Disclosure of Criminal Convictions and Prior Discipline

HRS will send a form to applicant(s) selected for interview.  The form will be returned to HRS.  HRS will notify the hiring department of any relevant information not provided on the application.

The form asks applicants to disclose relevant information on any of the following:

• Harassment or discrimination for which applicant was found responsible in prior employment or education, legal action, or administrative agency proceedings.
• Prior termination, discharge, dismissal, or other involuntary separation from employment (excluding tenure denial or non-renewal of tenure-track appointment)
• Any felony or misdemenor for which applicant was convicted, received a deferred judgement or sentence, or to which applicant pled guilty or "no contest"
• Professional misconduct or sanctions (e.g., disbarment by a federal or state agency, any form of professional discipline or license restriction or surrender, an admission or determination of research misconduct)
  

Reference Checks

The department will check references on, at a minimum, the candidate selected for hire.

Confirmation of Academic Credentials and Licenses

The department will check required academic credentials and licenses on, at a minimum, the candidate selected for hire.

Academic Credentials/Options for Verifying a Degree:

1. Official Transcript showing the date and title of the degree
2. A letter from an authorized university official verifying that the degree requirements have been satisfied.
3. National Student Clearinghouse (an outside vendor)
   • Contact Judy Minnick for authorization to utilize the site.
   • You MUST notify the candidate of rights under the Fair Credit Reporting Act and get consent to do the check - Sample National Student Clearinghouse Disclosure and Authorization Form
   • If the check provides information that would result in the applicant to not be considered further, BEFORE taking any adverse action based in any part on the report or findings, you MUST notify the applicant and provide:
     • Copy of the report
     • a Summary of Your Rights Under the Fair Credit Reporting Act
   • If adverse action is taken, you must provide the applicant written notice of your decision. This notification must include specific information.

Licenses/Options for verifying a license:

1. Contact the awarding agency or institution
2. Letter from the awarding agency or institution
3. For an additional fee of $9.22 each, HireRight has a Professional License Verification check which can be requested via Human Resource Services.
   

Motor Vehicle Licenses:

• Office of Risk Management
   

Criminal History Investigation and Credit History Investigation

HRS will initiate the specific background check for the individual(s) (all candidates selected for interview or the candidate(s) selected for hire) as directed by the hiring department.  Credit History Investigation is to be conducted for those who have access or accountability of funds.

HireRight is the vendor that conducts the investigation.  The department will be billed directly through P card or credit card. HireRight Charges

HRS staff will review criminal background and credit checks.  A criminal conviction or negative credit history is not an automatic bar to employment.  If the investigation results in negative information that could impact the hiring decision, HRS will initiate all required contact with the applicant.   The Associate Vice President for Human Resource Services will consult with personnel within department, college, or administration, and make a recommendation regarding hire to the department.

New hires should not begin employment until the investigation is complete.

Contacts:

Jill Pretzer - 515-294-4756
Vicki Brubaker - 515-294-0148