HIRE ME!
Student Life
Background Checking
Your Candidate
Changes in Policy and Procedures
Student Life Human Resources
Program Requirements

Policy 4.15, Background Checks requires background checks to be conducted
on final candidates for specified university positions. Departments may
conduct background checks on candidates for positions not mandated by Policy
4.15. In these cases, the principles in this document must be used to establish
department processes to ensure consistent and fair practices.
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Applies to faculty, staff, graduate associates, student employees, volunteers,
and applicants.
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Department background check processes must be applied objectively and
consistently within a department or division over time.
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Departments must fully document background check processes to ensure
consistent application. Documentation must include the business rationale for
conducting checks, particularly if the practice is not applied to all final
candidates within the department.
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The types of background checks conducted must be relevant to the position
responsibilities.
Policy 4.15, p 1
Consumer Reports and/or
Investigative Consumer Reports
Standards, p. 4
Consumer Reports and/or Investigative
Consumer Reports, cont.
Standards, p. 5
Focal Points - Classification Review
(OHR Policy 4.15, SL Risk & Emergency Management, SL Background Check Program Review – June 2007)
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High security/sensitive workers
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Care of children or minors, such as child care workers, camp counselors, etc.
Handling of financial matters; can be limited to those positions with approval authority
or access above a set dollar amount.
Access to master keys of residences and areas requiring a high level of security, such as
those that store controlled substances or money, research facilities, etc.
Access to controlled substances.
Access to and use of firearms.
Care of patients in health care settings such as hospitals, dental clinics, vision clinics,
mental health facilities, etc.
Access to restricted levels of information technology systems or information.
Access to export-restricted information or materials by applicants for research faculty
and research scientist positions, who are not naturalized citizens or do not have
permanent resident status.
Agency temporary workers
Contractors/vendors/repair persons/delivery persons - (criteria: type/level of access)
12 Commandments
for Hiring Managers (HMs)
1.
2.
Hiring manager must include “Requires successful completion of background
check(s)” in the “Requirements” section of all position descriptions and
employment advertisements for applicable positions (Policy 4.15, p. 4 –
College/VP Unit).
Hiring manager conducts education, license, and employment reference
checks before submitting materials for BC (Required, p. 1).
12 Commandments for HMs
3.
Transfer
Internal/External
Candidate
If candidate is a transfer
(internal or external), HM
contacts SL-HR Specialist for
personnel file.
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HM should review all
information pertaining to
the prospective
employee’s work
performance
SL BC Policy & Procedures, p.2
12 Commandments for HMs, cont.
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]
12 Commandments for HMs
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
12 Commandments for HMs, cont.
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
12 Commandments for HMs, cont.
7.
HM should ask the candidate if there are any criminal
convictions not listed on the application and discuss the
details with them.
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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.
Conviction Disclosure
Commencing January 1, 2009, employees of SL must inform the Director of
SL-HR (or designee) if they are convicted of any criminal offense
 within 5 business days of the conviction
 excludes traffic infractions
 Director of SL-HR consults with employee’s Unit Director and Legal
Affairs, to determine relevancy of conviction
 Employee may be subject to reassignment, termination, or may be allowed
to resign
 Reporting of convictions is applicable to all employees, whether or not
their positions are/were subject to an original background check.
 Reporting requirement is effective for all criminal convictions occurring
after December 31, 2008
SL BC Policy & Procedures, p. 3
12 Commandments for HMs, cont.
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.
12 Commandments for HMs, cont.
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).
SL-HR Responsibilities
HR Specialist
BC Coordinator
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Reviews application materials
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Compiles consumer reports
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Registers candidate and telephones to
“schedule” fingerprinting
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Analyzes the data
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Reports to the HM whether candidate
is clear to work or did not pass
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Sends to candidates evidencing
negative BC information:
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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).
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Summary of Rights under the FCRA,
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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.
Pre- and Post-Adverse Action Letters
RECORD RETENTION
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For candidates who are hired:
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Results must be retained until
reviewed by the BCC and a
decision of hire is made. Then
the BCC will destroy the results
to ensure confidentiality.
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BCC must retain only the
Background Check Disclosure,
Authorization, and Release Form.
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for the length of employment
plus three years,
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in a secured location (e.g. locked
file drawer)
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separate from the candidate’s
personnel file.
RECORD RETENTION, cont.
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For candidates who are not hired
due to information revealed in the
background check:
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BCC must retain both the results
and the Background Check
Disclosure, Authorization, and
Release Form
 for three years,
 in a secured location (e.g. locked
file drawer)
 separate from other documents
generated by the selection
process.
Fingerprinting Hardware/Software
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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.
How WebCheck Works
1. Data Entry: Swipe driver’s license or ID card to automatically extract
demographic information. Complete the entry of additional demographic data.
2. Capture Fingerprints: Capture left slap, right slap, and two thumbs
simultaneously in a three-step process.
3. Quality Check: Image quality check, automatic hand orientation verification
for proper fingerprint sequencing, and fingerprint segmentation.
4. Submit Transactions: Fingerprint images and demographics are encrypted and
submitted to the State AFIS and subsequently to the FBI AFIS (IAFIS).
5. Results Returned: A “No Record” status empowers the requestor to print a “No
Record” Letter. If a record is found the requestor will be notified that a printed
RAP sheet will be sent via US mail
What’s coming…
Future Directions of OHR
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Determining feasibility of centralizing background checks
for all academic units into OHR.
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May expand the list of titles/positions requiring background
checks.
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Exploring required credit checks on some types of positions
(i.e. those with financial duties).
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May implement schedule of routine background checks for
positions requiring checks.