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
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