Cooperative Extension Volunteer Program Background Reviews. Objectives To Discuss. Policy Who is Required? Volunteer Background Check Package Instructions to Request Background Review Disclosure and Consent Form Process Information Evaluation Record Retention. Did You Know?.
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Who is Required?
Volunteer Background Check Package
Instructions to Request Background Review
Disclosure and Consent Form
The cost of recruiting, hiring, training, and then terminating ONE employee can exceed $10,000.
A pre-employment review of a candidate for employment is done to comply with pertinent laws, promote a safe work environment, and to protect the University’s assets, including its employees, students, property, and information.
USNH developed a policy for pre-screening background reviews on July 1, 2007.
To establish consistent and non-discriminatory guidelines for pre-employment background reviews, as part of the selection process.
Background investigations confirm the candidate’s qualifications, credentials, and suitability relative to the requirements of the position for which candidate is being considered.
This policy applies to all new hires:
Faculty and Adjunct Faculty (commencing July 1,2010)
Graduate Students (commencing July 1, 2008)
Adjunct Staff (full time 75% or more and part time of short duration whose duties include performing security or safety sensitive functions)
Current employees who transfer, are promoted, or otherwise assigned to a position that requires higher review
Rehired Employees (when more than one year has passed since termination)
Security or Safety-Sensitive Duties
Possession of master keys/codes to living or work spaces
Responsibility for the care, safety and security of people or property
Direct responsibility for care, safety, security of children/minors or other vulnerable populations
Access to confidential or sensitive data or information
Access or control over cash, checks, or other financial resources
Access to personal information which might enable identity theft
Access to controlled substances or hazardous materials
Responsibility for operating University-owned vehicles
The background check package for volunteers consists of:
Criminal Felony & Misdemeanor Search
County Court Records Search
Current County of Residence Only
National Criminal Search
National Criminal Court Records Database
Includes State Sex Offender Registries
Verification of Identity
Social Security Trace
Supplies the address history of the applicant
Social Security Verification
Verifies with the Social Security Administration that the social security number belongs to the applicant
Step 1: Download the Volunteer Consent/Request form
Step 2: Have the volunteer applicant fill out the bottom section of the Consent/Request form and give the applicant a copy of
Summary of Rights according to FCRA:
Step 3: Hiring department completes top section indicating Program, Supervisor and County.
Step 4: Hiring department sends completed Consent/Request form to UNH Office of Human Resources.
Send via email as PDF attachment to: firstname.lastname@example.org
Send via fax to: 862-3939
Mail to Human Resources: 2 Leavitt Lane Durham NH 03824
The supervisor is to complete the top section of the form:
Program (ex. 4-H)
County (ex. Strafford)
The applicant/volunteer is to complete all areas of the bottom section.
The completed forms are submitted to UNH Office of Human Resources to be processed.
The supervisor requesting the background check review needs to complete ONLY the following areas:
Program: Enter the program the volunteer will be working in.
Supervisor: Name of the person requesting the review ; this is also the point person for the main contact to discuss results with.
County: Enter the county in which the program is located.
The volunteer applicant must complete ALL areas of the consent form and sign the completed form.
Please have the applicant print legibly.
Illegible information can lead to errors in the results and can delay the review process.
HR will initiate the background review upon receiving a completed Consent/Request form.
HR will coordinate with third party vendor (Hire Right) regarding all background verifications.
Upon completion, the third party vendor will send HR a summary report to the Cooperative Extension main contact.
The main contact will discuss the results with the requesting supervisor.
Turnaround times average ten to fifteen business days.
What may cause delays?
All background reviews are recorded in an Access Data Base at Human Resources. We track:
Discrepancies are handled between the Cooperative Extension main contact and hiring supervisor. Factors assessed may include:
The relevance of the criminal conviction to job duties
The date of the most recent offense
The nature of the offense(s) including its severity
The relative threat to the security of the program or its employees, volunteers or participants.
The accuracy of the information the individual provided
Other relevant considerations
Human Resources will maintain records from background reviews in confidential files.
Volunteer background check consent/disclosure forms along with the full results report will be kept on file at HR for a period of one year.
Thank you for your attendance today.