Student Life Background Checking

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Student LifeBackground Checking
HIRE ME!
Your Candidate

• Changes in Policy and Procedures

Student Life Human Resources
backgroundcheck_at_studentlife.osu.edu
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Program Requirements

• Policy 4.15 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.
• Applies to faculty, staff, appointees,
  volunteers, applicants, third party staffing
  vendors, graduate associates, and student
  employees.
• Department background check processes must be
  applied objectively and consistently within a
  department or division over time.
• 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.
• The types of background checks conducted must be
  relevant to the position responsibilities.

Policy 4.15, Minimum Standards
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Consumer Reports and/or Investigative Consumer
Reports
Policy 4.15, Minimum Standards
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Consumer Reports and/or Investigative Consumer
Reports, cont.
Policy 4.15, Minimum Standards
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Focal Points - Classification Review(Policy 4.15
Minimum Standards, SL Risk Emergency
Management, SL Background Check Program Review
June 2007)

• High security/sensitive workers
• 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.
• Direct access to or control over cash, checks,
  credit/debit card account information
• 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)

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13 Commandmentsfor Hiring Managers (HMs)

1. HM must include Requires successful completion
   of background check(s) in the Requirements
   section of all position descriptions and
   employment advertisements for applicable
   positions.
2. HM conducts education, employment history,
   license, and employment reference checks before
   submitting materials for BC.

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13 Commandments for HMs

• 3. If candidate is a transfer (internal or
  external), HM contacts SL-HR Generalist for
  personnel file.
• HM should review all information pertaining to
  the prospective employees work performance

Transfer Internal/External Candidate
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13 Commandments for HMs

• 5. HM must notify candidate that background
  check results are subject to the Ohio Public
  Records Act (refer to Definitions).

Policy 4.15, Frequently Asked Questions
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13 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.

Policy 4.15, Frequently Asked Questions
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13 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.
• 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 candidates
  employment.
• 
  Policy 4.15, Frequently Asked Questions

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13 Commandments for HMs, cont.

• 8. All offers of employment, oral or written,
  must include a statement as follows This offer
  is contingent on the universitys 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, Minimum Standards)
• 9. HM obtains candidate signatures. Adds title,
  posting, and authorization data.

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13 Commandments for HMs, cont.

• 10. Forwards completed documents to SL-HR Service
  Center.

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13 Commandments for HMs, cont.

• 11. HM should advise final candidate that
  fingerprint customers must present their Social
  Security card and one form of valid legal
  state/federal identification (i.e. drivers
  license, state ID card, or passport).
• 12. HM should inform Background Check
  Coordinator of any negative info revealed in
  interview that the candidate discloses. (Policy
  4.15, Minimum Standards)
• 13. Once the BC process has begun, the hiring
  manager must wait on results before offering
  position to another candidate . (Policy 4.15,
  Frequently Asked Questions)

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SL-HR ResponsibilitiesSL-HR Service
Center BC Coordinator
slhr_at_studentlife.osu.edu

backgroundcheck_at_studentlife.osu.edu

• Reviews application materials
• Coordinates with BCC to schedule fingerprinting
• Fingerprint customers must present their SS card
  and one form of valid legal state/federal
  identification (i.e. drivers license, state ID
  card, passport).

• Compiles consumer reports
• Analyzes the data
• Reports to the HM whether candidate is clear to
  work or did not pass
• Sends to candidates evidencing negative BC
  information
• Summary of Rights under the FCRA,
• 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.

Policy 4.15, Minimum Standards
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Pre- and Post-Adverse Action Letters
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RECORD RETENTION

• For candidates who are hired
• 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.
• BCC must retain only the Background Check
  Disclosure, Authorization, and Release Form.
• for the length of employment plus three years,
• in a secured location (e.g. locked file drawer)
• separate from the candidates personnel file.

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RECORD RETENTION, cont.

• For candidates who are not hired due to
  information revealed in the background check
• 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.

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Fingerprinting Hardware/Software

• 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
drivers 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

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(No Transcript)
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Conviction Disclosure

• Commencing July 1, 2011, employees of SL must
  inform the Director of
• SL-HR (or designee) if they are convicted of
  any criminal offense
• within 3 business days of the conviction
• excludes non-criminal traffic infractions
• Director of SL-HR consults with employees 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 July 1, 2011