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Document Sample
Campus Policy
Background Check Procedures
Policy #: 1010P
Effective Date: November 21, 2007
Vice Chancellor, Business and Date
Finance
Background Check Procedures
Purpose
1.1 Background checks serve as an important part of the selection process at the
University of Nebraska Medical Center (UNMC). Background checks provide
additional applicant related information that helps determine the applicant's overall
employability, ensuring the protection of the people, property, and information of
UNMC.
Scope
2.1 The UNMC Background Check procedures are applicable to all UNMC positions.
Basis of the Procedures
3.1 Federal/state law, University of Nebraska Personnel Policy 7215, Background
Check Policy 1010, Faculty Personnel Records Policy 6075, and administrative
practices within UNMC.
Authorities and Administration
4.1 Human Resources, Strategic Staffing and Compensation, is responsible for all
aspects of the background check process.
Policy
5.1 Statement of General Policy
All applicants being hired into a regular position at UNMC are required to successfully
complete a pre-employment background check prior to starting work. This includes UNMC
employees who transfer to a new position. A background check is only done after an
applicant has accepted the conditional offer of employment.
Unless otherwise required by law, if the new hire is a current UNMC employee who has
undergone a background check within the past year, a new check does not need to be
completed. The results of the previously performed check will be considered in any
pending employment decision.
Unless otherwise required by law, departments may determine whether people hired into
“temporary” positions will receive a background check, however it is strongly encouraged.
5.2 Components of Check
UNMC will utilize a third party agency to conduct the background check. The type of
information that can be collected by this agency includes, but is not limited to, that
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pertaining to an individual’s past employment, education, character, finances, reputation,
criminal and credit history, etc. Following are the standard checks that will be performed:
Basic (for all new hires)
Criminal search
Sexual Offender/Predator Registry
U.S. Gov. Terrorist List Search
Maiden/AKA Name Search
Sanction Check
Trustworthy & Reliable (for positions with access to nuclear irradiators)
Includes basic search plus the following:
Employment verification (2 most recent)
Education verification (highest completed)
Personal references (minimum of 2, not relatives or recent supervisors)
Credit Checks will be utilized for positions with regular cashiering responsibilities, or that
have been deemed to have a high level of access to university accounts. A position
utilizing a purchasing card that is reconciled on a regular basis is not required to have a
credit check. Departments with questions should contact their Compensation Consultant
for help in determining whether a credit check is necessary for a given position.
Child and Adult Abuse Registry checks must be performed for positions requiring physical
access to and/or in person contact with patients, children under the age of 18 and/or
vulnerable adults. Motor vehicle history checks will be performed for any position that
requires operation of a motor vehicle.
Depending on the specific duties of the position other checks may be done based on
business necessity or legal requirements.
5.2.1 Processing Checks
When an appointment is offered to an applicant, the person should be told to expect an
email from One Source, the background check company, to initiate the background check
process.
STAFF Positions
In Jobs@, the hiring department changes the status of the selected applicant to:
“STAFF Interviewed/SEL HIR/Begin Background Check”.
Upon selecting this status a Jobs@ system generated email will be sent to One Source
requesting the background check. Information from the compliance tab of the job
description will be utilized to instruct One Source as to the type of background check to be
done. Upon receiving the request, One Source will send an email to the new hire
containing a user name and password for him/her to access the One Source secure
website and complete a short on-line information and authorization form.
If an applicant is selected in error, please notify HR immediately at extension 9-4070.
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Academic Hires
The departmental requestor will log on to the One Source website
(https://bkckxserve5.8f7.com/4DACTION/WebShowMenu) using the following user name
and password:
User Name: UNMCACAD
Password: academic1
This user name and password will only allow for the entry of a new request. After the
request is submitted it will no longer be accessible to the departmental requestor.
Once in the website it will simply be a matter of completing a few fields and selecting the
type of background check to be done. Please see the academic background check user
guide for detailed step by step instructions regarding how to access the One Source
website and request a background check.
Staff and Academic Hires
Once the background check has been requested, the process will be the same for both
types of checks. One Source will perform the check and deliver the results to HR. The
hiring department is then notified via email from Jobs@ that the report is clean, or via
phone call from HR if a record was found and needs to be addressed. If the background
check results in a decision to withdraw an employment offer, HR will ensure the adverse
action notification is mailed to the applicant. The hiring department and HR should
coordinate regarding additional communication to the applicant.
Please note if an applicant does not have access to email paper forms are available
through HR.
If you have questions please call extension 9-4070.
5.3 Compliance
Background checks will be performed in compliance with the Fair Credit Reporting Act.
This information will not be used as a basis for denying employment unless the
information indicates the applicant is not suitable for the position.
5.4 Evaluation of Background Checks
A criminal conviction does not automatically disqualify an applicant from consideration for
employment with UNMC. The following items will be considered when evaluating the
criminal conviction:
Nature and gravity of the criminal offense
Nature of the duties and responsibilities of the position
Pattern of other related criminal convictions
Age of the applicant when the criminal offense occurred
Time since the criminal conviction and/or completion of the sentence
The applicant’s record of performance and behavior on other jobs.
If the criminal history check reveals convictions which the applicant failed to disclose on
the application, the offer of employment will be withdrawn, unless the individual shows
that the report is in error.
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5.5 Recordkeeping
All information obtained from the background check process will only be used as part of
the employment process and will be kept confidential.
6.0 Equal Employment Opportunity
The University of Nebraska Medical Center declares and affirms a policy of equal
educational and employment opportunities, affirmative action in employment, and
nondiscrimination in providing its services to the public. Therefore, the University of
Nebraska Medical Center shall not discriminate against anyone based on race, age,
color, disability, religion, sex, national or ethnic origin, marital status, Vietnam-era
veteran status, or special disabled Veteran status. Sexual harassment in any form,
including hostile environment and quid pro quo, is prohibited.
Human Resources Department Approval
______________________________________________________________________
Assistant Vice Chancellor, Executive Director of Human Resources Date
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