BACKGROUND CHECKS
Effective: August 15, 2024
Purpose: To outline the requirements for background checks in connection with employment at the University.
Scope: This policy applies to all University employees campus wide.
Responsible Office: Office of Human Resources
Policy Statement: In addition to verifications required by law, employment offers for all permanent positions and limited term positions of more than six months shall be contingent upon a successful criminal background check facilitated by the Office of Human Resources. Temporary and student hourly employees are excepted unless the position duties require background verifications. The University may perform, or require, criminal and other background verifications on candidates regardless of duration of employment or student, volunteer, independent contractor, vendor, or intern status as required by law or University policy, upon a determination by Human Resources the position requires such background check.
Criminal history checks shall include felony and misdemeanor convictions at county and federal levels of every jurisdiction in which the candidate resides or has resided within the last seven years. Sex offender registry checks shall be conducted at the county and federal levels in every jurisdiction where the candidate currently resides or has resided. Background information will be used only for the purpose of evaluating candidates for employment in designated positions and shall in no way be used to discriminate on the basis of age, race, color, religion, gender, marital status, national origin, handicap or disability, status as a Vietnam Era Veteran, sexual orientation, or any other factors which cannot lawfully be considered, to the extent specified by applicable federal and state laws. This policy does not automatically exclude from consideration for employment all individuals with criminal convictions.
Verifications shall be made as required by law for specific positions. The following background checks relative to the specific position shall be completed as a condition of employment.
- Employment verification, completed by search committee before offer of employment extended to candidate,
- Educational verification, completed by search committee before offer of employment extended to candidate,
- License verification, coordinated by Human Resources after acceptance of conditional offer by candidate,
- Criminal history check, coordinated by Human Resources after acceptance of conditional offer by candidate,
- Sex offender registry check, coordinated by Human Resources after acceptance of conditional offer by candidate, and
- Other background checks as required by law or as necessary for particular positions, coordinated by Human Resources after acceptance of conditional offer by candidate.
Credit history checks will be completed on candidates for senior administrators of the University and positions with extensive authority for committing financial resources and/or direct access to cash, checks, property disbursements, or receipts, as determined by Human Resources.
Appropriate notice of this background check policy will be provided. All positions requiring a background check will be identified in the job announcement. Appropriate releases will be obtained from the candidates prior to background checks.
Offers of employment, verbal and written, will include the following statement: “This offer is contingent on verification of credentials and other information required by law and Board of Regents and University policies, including but not limited to completion of a criminal history check.”
No individual subject to a background check will be allowed to begin working until the results have been received and cleared. Decisions regarding withdrawal of an employment offer resulting from a background check are final and not subject to appeal.
Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in another University or Board of Regents policy or by statute or regulation.
Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Human Resources.
[Human Resources Procedures - coming soon]
Related Policy Information: [coming soon]