CRIMINAL CRIMINAL BACKGROUND BACKGROUND CHECK POLICYCHECK POLICY

WHO, WHAT, WHY,WHEN, WHO, WHAT, WHY,WHEN, HOWHOW

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, 2008ALL 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

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

The department/hiring authority waits for notification from HR

before employing the applicant.

Does HR

Start the

CBC Proces

s?The department/hiring authority notifies

HR to start the CBC when applicant becomes final candidate.

YesNo

Finalist(s) selected by the department/hiring authority.

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.

Unclassified EmployeesLinda Busha(Peg Lawton)

ClassifiedEmployees Peg Lawton

(Karin Basken)

StudentEmployees

Diane Tourangeau(Karin Basken)

LTEEmployees

Karin Basken(Peg Lawton)

Human Resources receives the “New Hire Notification” via email.

Indicate on CBC log the date the email was received

Print out notification. Determine if CBC needed and set up individual file and log sheet.

Was HR asked to hold the CBC?

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.

Yes

No

Criminal Background Check - FlowlogHuman Resources Responsibilities

HireRight receives information to begin background check

Human Resources is notified of results.

If a successful (positive) check is received from HireRight:record in lognotify hiring authority/department to continue hiring process.

If a negative check is received from HireRight:record on lognotify 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/departmentRecord 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

HireRight

New Hire Notification

New Hire Notification

New Hire Notification