Transcript CRIMINAL BACKGROUND CHECK POLICY

CRIMINAL
BACKGROUND
CHECK POLICY
WHO, WHAT, WHY,WHEN, HOW
WHO


ALL NEW EMPLOYEES
INCLUDES:






FACULTY
ACADEMIC STAFF
ADMINISTRATIVE STAFF
CLASSIFIED STAFF – NEW TO STATE SERVICE
LTE (LIMITED TERM HOURLY)
STUDENTS


KIDS, CASH, KEYS-RESIDENCE LIFE, CASHIERS, SAC, PAYROLL,
STUDENT HEALTH
CHILD CARE CENTER AND UNIVERSITY POLICE WILL
CONTINUE TO CONDUCT THEIR OWN BACKGROUND CHECKS
WHAT

CRIMINAL BACKGROUND CHECK

SUBSTANTIALLY RELATED TO JOB
WHY

PROVIDE SAFER CAMPUS
ENVIRONMENT FOR STUDENTS,
EMPLOYEES AND VISITORS

UW-SYSTEM POLICY REQUIREMENT
WHEN

EFFECTIVE DATE – JANUARY 1, 2008
 ALL
NEW UW PARKSIDE EMPLOYEES
WITH APPOINTMENTS BEGINNING 1/1/08
OR LATER
HOW

HUMAN RESOURCES WILL INITIATE THE
CRIMINAL BACKGROUND CHECK
 UPON
NOTIFICATION BY HIRING DEPT OF
INTENT TO HIRE AN INDIVIDUAL
 FINALIST(S) ASKED TO PROVIDE SUPPLEMENTAL
INFORMATION IN ORDER TO BEGIN CHECK
 OUTSIDE VENDOR CONDUCTS BACKGROUND
CHECK AND PROVIDES RESULTS TO HR
 RESULTS KEPT CONFIDENTIAL – IN LOCKED FILE
SEPARATE FROM PERSONNEL FILE
HOW (continued)

IF BACKGROUND CHECK UNCOVERS
CHARGES
 CASE BY CASE BASIS REVIEW
 NATURE OF OFFENSE
 ELAPSED TIME
 AGE AT TIME
 TYPE OF OFFENSE
 NATURE
OF POSITION
 AUTONOMY, AUTHORITY, SUPERVISION
 SENSITIVE RECORDS
Criminal Background Check Flowlog
Department Responsibilities
Finalist(s) selected by the department/hiring authority.
The department/hiring authority goes on-line to:
www.uwp.edu/departments/human.resources/Criminal
Background Check/NewHireNotification.cfm
for on-line completion and submission of the
“New Hire Notification Form”.
The information MUST be submitted on-line
By completing this form HR is notified to request
consent for a CBC from the applicant(s).
* Note: The hiring authority/department may make written offer
contingent on successful completion of a CBC
No
The department/hiring authority notifies
HR to start the CBC when applicant
becomes final candidate.
Does
HR
Start
the
CBC
Proces
s?
Yes
The department/hiring authority
waits for notification from HR
before employing the applicant.
Criminal Background Check - Flowlog
Human Resources Responsibilities
Human Resources receives the “New Hire Notification” via email.
Unclassified
Employees
Linda Busha
(Peg Lawton)
Classified
Employees
Peg Lawton
(Karin Basken)
Student
Employees
Diane Tourangeau
(Karin Basken)
LTE
Employees
Karin Basken
(Peg Lawton)
Print out notification. Determine if CBC needed and set up individual file and log sheet.
Indicate on CBC log the date the email was received
Indicate on CBC log when the Job Application Supplement is sent to applicant.
File the “New Hire Notification” form in individual CBC file in locked central file location.
The “Job Application Supplement” and cover letter is sent out to the prospective employee via
email or U.S. mail (depending on preference.)
The “Job Application Supplement” is returned to HR by applicant.
Was HR
asked to
hold the
CBC?
No
Yes
Hold information in file until asked by
department/hiring authority to proceed
Proceed with CBC. Notify HireRight via
data entry. Record on log, File
supplemental info in applicant CBC file.
HireRight
HireRight receives information to begin background check
Human Resources is notified of results.
If a successful (positive) check is
received from HireRight:
record in log
notify hiring authority/department to
continue hiring process.
If a negative check is received
from HireRight:
record on log
notify CBC Review Team to
determine if there is a substantial
relationship
If a substantial
relationship is NOT
determined, the
employee can be
considered.
Notify hiring
authority/department
Record in log
If a substantial
relationship is
determined, the
employee should
not be considered.
HR Director
notifies applicant
via letter.
Important Note:
The applicant has
5 days to refute
the charges.
Review team
reviews refuted
information
New Hire Notification
New Hire Notification
New Hire Notification