The University uses a system of background verification checks to reduce the risk of making an inappropriate hire or being unaware of important job-relevant information for those hired.

Objectives of Program

• To minimize University risk by ensuring that unit hiring practices include conducting appropriate background checks, when needed.
• To comply with federal and/or state regulations requiring background checking be conducted for specified positions.
• To ensure compliance with privacy regulations by centralizing the request, receipt, evaluation, interpretation, and maintenance of background check reports within the Office of Human Resources.
• To provide information that will help units make informed hiring decisions.

For Non-Senior Administrator Positions

Prior to Posting a Position

Hiring managers and unit HR individuals should discuss with the appropriate employment representative in the OHR Job Center or AHC whether a position requires a background check and, if so, the type of check necessary.

If the position requires a background check, make sure the recruitment information, posting, position description, and job requisition reflect that a background check is required.

Conducting a Background Check

1. Notify the selected applicant that the hiring offer is contingent on successful completion of a background check and that falsification of information may be cause for non-hire or later termination. There is no cost to the applicant to conduct the background check.
2. On the Consent Form, complete the section "To Be Completed by Hiring Authority."

   Give the selected applicant:

   • Background Check Consent Form (pdf)
   • Personal Disclosure Statement (pdf)
   • Summary of Rights under the Fair Credit Reporting Act (pdf)

   Ask the applicant to return the completed forms to the Job Center or the Academic Health Center Human Resources for processing. If the applicant wishes to enter his/her own information into the system, make sure s/he indicates it on the consent form. The forms must be faxed to the Job Center/AHC for processing, and not returned to your department, to ensure the applicant's privacy.

   If the applicant fails to complete the forms for the required background check, s/he cannot be hired for the position.

3. Complete the Background Check Request - Cover Sheet (pdf) and fax to the Job Center at 612-626-7911 or AHC HR at 612-625-5161. The request, for most hires, should include the Standard Package (includes Social Security Trace, Federal and County Criminal, and Sex Offender Registry). Additional checks may be conducted depending on the nature of the position. More information is available about HireRight Customer Packages.
4. Review billing invoice for accuracy and make payment within 30 days to HireRight, Inc. as instructed on the invoice.
5. Do not proceed with the hire until you have talked with your unit's employment representative from the OHR Job Center or AHC HR regarding the outcome of the background check.
6. Upon completion of the background check, write to the selected applicant and indicate whether the background check was successfully completed. If a "no hire" determination was made, provide the applicant with the reason for non-selection and information regarding the appeal process.

For Senior Administrator Positions

Prior to Posting a Position

Background verification checks are a requirement before an offer of employment is finalized and must be done through the Office of Human Resources Administration (OHR) for any senior administrator position.

Conducting a Background Check

1. When one top finalist has been identified for  a senior administrator position, give the finalist:
   • Background Check Consent Form (pdf)
   • Personal Disclosure Statement (pdf)
   • Summary of Rights under the Fair Credit Reporting Act (pdf)
2. The hiring department must submit to OHR a copy of these signed forms and a copy of the finalist's curriculum vitae or resume, along with a Background Check Request - Cover Sheet (pdf). The hiring department also needs to complete the bottom half of the Background Check Consent Form, listing the title of the position for which this person is being considered. It is recommended that these forms are either delivered by hand or courier, or call OHR in advance (612-624-9817) to indicate a confidential fax (612-624-6372) is on its way.
3. Once these materials are received, OHR will order the verification check and inform the hiring department that the verifications have been ordered. In addition, hiring departments will authorize OHR to order formal verifications of highest academic degree, previous employment, professional license (if any) related to the position, and a criminal check.
4. It takes about five business days to complete the pre-employment verification from the time such verifications are ordered, and OHR will inform the hiring department immediately of the results of this report, including whether any irregularities/discrepancies arise from the verification checks.
5. Review billing invoice for accuracy and make payment within 30 days to HireRight, Inc. as instructed on the invoice.
6. Should there be any discrepancy between what the finalist has disclosed, what is included in the C.V. or resume, and what is reported in the verification process, the vice president and the hiring department will discuss the steps that must be taken, including seeking advice from the General Counsel's office as appropriate. Before proceeding with the hire, the vice president and the hiring department must feel confident that any questions or concerns that have surfaced after reviewing the Personal Disclosure Statement or receiving the results of the verification process have been adequately addressed. One alternative is not to hire this selected finalist.

Contact the OHR senior office supervisor at 612-624-9817 with any questions about this process.