4.30 Policy For Conducting Pre-Employment Checks
Purpose:
The purpose of this policy is to establish guidelines for a position-related,
consistent and non-discriminatory pre-employment check as part of the
selection process for university employees. A pre-employment check of
a candidate for employment is done to comply with pertinent laws, promote
a safe work environment, to protect the University’s assets, including
its employees, property, and information, as well as to assist departments
in their hiring decisions.
Policy:
Without exception, all final candidates for employment by the university
shall have all their relevant academic and/or professional credentials and
work history verified by a search committee or their designee. In addition,
for those positions designated to require a background check as described
in this policy, the check shall be completed before the person is hired
but may be conducted after a job offer is made as long as the offer is contingent
upon successfully completing the relevant background check.
The University President and Vice Presidents shall have the authority to
designate those university positions that shall require a background check
as well as the type of background check(s) applicable to the position. Types
of background checks could include, but are not limited to, items such as
criminal history, motor vehicle operator license history, or child abuse
record. The University shall comply with all legally required background
checks, such as those required by Department of Transportation regulations
for truck driver positions. The Human Resource Services Department (HRS)
shall maintain a list of all designated positions requiring more than the
minimum verification of credentials and work history, along with the type
of background check(s) required for each position.
When a search is undertaken for a position and a background check requires
more than the minimum verification of credentials and work history, the
HRS Director or designee (hereinafter referred to as the “Director”)
shall provide the search committee chair with an authorization form to be
completed and signed by the finalist (even if the person is a current UNI
employee). Failure to consent to a required background check shall result
in the finalist’s disqualification. Upon receipt of a completed and
signed authorization form, the Director shall initiate the required check
using the most appropriate resources available. The hiring department shall
absorb all costs associated with purchasing the appropriate background checks.
The Director shall review expeditiously all information received in conjunction
with a background check and determine if it raises any legitimate employment
concern. In that case, the Director shall consult with the University attorney
and the President or relevant Vice President to make a final determination
regarding the finalist’s status. The Director shall communicate with
the search committee chair, providing no details other than that 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 Director shall also
notify the finalist. When additional checks, such as a criminal background
are required, these confidential documents shall be kept separately in a
secured file in HRS.
Human Resource Services, approved 5/02
President's Cabinet, approved 4/15/ 02, effective 7/01/02 |
