Student Life Background Checking. Changes in Policy and Procedures. HIRE ME!. Your Candidate. Student Life Human Resources. Program Requirements.
Changes in Policy and Procedures
Student Life Human Resources
Policy 4.15, p 1
Standards, p. 4
Standards, p. 5
3. If candidate is a transfer (internal or external), HM contacts SL-HR Specialist for personnel file.
SL BC Policy & Procedures, p.2
4. HM should explain to all prospective employees that (if an offer of employment is made) they shall be required to submit to fingerprinting, and must complete the Student Life Background Check Disclosure, Authorization, and Release Form (below) [SL BC Policy & Procedures, p.2]
5. HM must notify candidate that background check results are subject to the Ohio Public Records Act (refer to Definitions).
FAQ, p. 2 and Policy 4.15, p. 4
6. In interview, HM is required to ask about the nature and circumstances of criminal convictions, if any are disclosed. Discriminatory questions are prohibited.
FAQ, p. 1 and Standards, pp. 5-6
If a candidate indicates that a criminal record was expunged, no further questions should be asked about it, as expungements cannot be taken into account regarding the candidate’s employment.
12 Commandments for HMs, cont.
Commencing January 1, 2009, employees of SL must inform the Director of
SL-HR (or designee) if they are convicted of any criminal offense
SL BC Policy & Procedures, p. 3
8. All offers of employment, oral or written, must include a statement as follows: “This offer is contingent on the university’s verification of credentials and other information required by law and/or university policies, including but not limited to a criminal background check.”
(Policy 4.15, p. 2)
9. HM confirms contact phone#, obtains candidate signatures, adds title, posting, and authorization data. Forwards completed documents to SL-HR Specialist.
10. HM should advise final candidate that fingerprint customers must present their Social Security card and one form of valid/legal state or federal identification (i.e. drivers license, state ID card, USCIS Permanent ID, or passport). [SL BC Policy & Procedures, p. 2]
11. HM should inform Background Check Coordinator of any negative info revealed in interview that the candidate discloses (Standards, p. 5 and Policy 4.15, p. 3).
12. Once the BC process has begun, the hiring manager must wait on results before offering position to another candidate (FAQ, p. 2).
Reviews application materials
Registers candidate and telephones to “schedule” fingerprinting
Fingerprint customers must present their SS card and one form of valid legal state/federal identification (i.e. drivers license, state ID card, USCIS Permanent ID, or passport).
Compiles consumer reports
Analyzes the data
Reports to the HM whether candidate is clear to work or did not pass
Sends to candidates evidencing negative BC information:
Summary of Rights under the FCRA,
the results of checks performed by third party vendors
Candidates have 5 business days to contest and to submit documentation to the BCC proving that the report is in error.
WebCheck is a secure, web-based application that allows authorized citizens to use the Internet to submit fingerprint-based searches against a State and FBI criminal record database on a fee-for-service basis.
Determining feasibility of centralizing background checks for all academic units into OHR.
May expand the list of titles/positions requiring background checks.
Exploring required credit checks on some types of positions (i.e. those with financial duties).
May implement schedule of routine background checks for positions requiring checks.