Conducting Pre-Hire Background Verifications

Required (by law and University policy) and Advisable Pre-hire Background Verifications

• Certain positions legally require standard pre-hire background verification. These include positions working with young children or adults (e.g., child care workers), pharmacy technicians, and positions that require or permit access to student residence halls or attached facilities. Verification must be conducted for these positions as a result of a new hire, transfer, reclassification, promotion, or reassignment.
• Senior administrative positions require pre-hire background verification. Required checks include work experience, academic degrees, and criminal background. Other checks may be requested depending on the functions of the position.
• Positions dealing with sensitive financial information and the payment card industry require standard pre-hire background verification.
• Positions with unescorted access to radioactive materials require standard pre-hire background verification.
• Under limited circumstances, a credit check may be appropriate. The Office of Human Resources in consultation with the Office of the General Counsel makes the determination when this type of situation arises.
• The function(s) of certain positions may strongly suggest that pre-hire background verification be conducted although it may not be required either by law or University policy. The Office of Human Resources will work with units as they define those positions where background verification is advisable.

Guidelines for Conducting and Using Background Checking

1. Background verification must be conducted on all positions when required by law; University administrative policy; or collegiate unit, coordinate campus, or administrative unit policy.
2. Of those positions where background verification is completed, offers of employment are contingent upon satisfactory results. The selected applicant(s) may not begin employment prior to the completion of the background verification process.
3. The same verification must be done for positions similarly situated within the unit. For example, all positions, regardless of classification, with access to sensitive financial information or the payment card industry must have checks conducted.
4. The same set of background verifications is required each time the same position is posted and filled.
5. If making multiple offers, the use of background verification must be applied consistently to each of the selected applicants.
6. The following information may be taken into account in determining suitability for employment:
   • False information provided in the application materials;
   • Information revealing the absence of a required degree, professional license or certification, or drivers license;
   • Conviction for a crime that relates directly to the functions of the position (the Office of Human Resources in consultation with the Office of the General Counsel makes the determination when this type of situation arises); and/or
   • Discovery of any information which may prohibit hire under state or federal law.

Process Highlights

1. The hiring authority determines if a background verification will be conducted, either because it is legally required or required by the University, or because the department/unit has identified the position as one where verifications are advisable. The Job Center, AHC, or UMD-Human Resource department employment teams are available for consultation in making this determination.
2. All applicants must be informed if background verifications will be conducted by appropriate notation in the posted position description.
3. The applicant undergoing background verification must mail, fax, or deliver the completed required forms to the OHR, AHC, or UMD-Human Resources employment consultants, as appropriate. Background verifications are conducted only on the selected applicant(s).
4. The background verification vendor reports the results of the background verification to the Office of Human Resources email account within 2-3 business days.
5. After background check reports have been received and reviewed by OHR, the hiring authority will be notified that they have been completed and advised whether or not to proceed with hiring.
6. Background verification reports will be retained in OHR. Applicants or employees have the right to see copies of these materials and would personally contact OHR to do so.

General Instructions for the Hiring Authority

1. Prior to posting, hiring managers and unit HR individuals should talk with their units employment representative in OHR, AHC, or UMD as appropriate, to determine whether a particular position requires a background verification and, if so, what type of check is necessary.
2. Verify that the recruitment information, announcement, position description, and job requisition accurately reflect that a background verification is required.
3. Notify the selected applicant(s) that a hiring offer is contingent on completion of a background verification with satisfactory results and that any falsification of information may be cause for non-hire or later termination. Note: There is no cost to the applicant to conduct the background verification.
4. On the Consent Form, complete the section To be completed by Hiring Authority.
5. Complete the Background Check Request Form and mail or fax to:

   Office of Human Resources Job Center
   200 Donhowe
   319 15th Ave SE
   Minneapolis, MN 55455
   Fax: 612-626-7911

   UMD Department of Human Resources
   255 DADB, 1049 University Drive
   Duluth, MN 55812
   Fax: 218-726-7505

   AHC Human Resources
   Room 549 Boynton Health Service
   420 Church Street SE
   Minneapolis, MN 55455
   Fax: 612-625-5161

6. Provide the selected applicant with the following forms and document: background verification consent and disclosure forms, and the summary of rights under the Fair Credit Reporting Act (FCRA). Ask the applicant to return the completed forms to the Job Center, AHC, or UMD-HR department as appropriate, for processing. If the applicant wishes to enter personal information into the system, make sure this action is indicated on the consent form. NOTE: If the applicant fails to complete the forms for the required background verification, then this individual cannot be hired for the position. Completed forms are not to be returned to the hiring department. They must be faxed to the Job Center, AHC, or UMD-HR department, as appropriate, for processing to ensure the applicants privacy.

   For most new hires, requests are for the Standard Package which includes the following checks: Social Security trace, Federal and County Criminal, and Sex Offender Registry. Additional checks may be requested depending on the nature of the position. The vendor cost for conducting background verification is available from the OHR, AHC, or UMD-HR employment team and start at $45.50.

   The request form must be faxed or mailed to the Job Center, AHC, or UMD-HR for processing.

7. Talk with the units employment consultant, etc. Do not proceed with the hire until this is completed.
8. Upon completion of the background verification, communicate with the selected applicant. If a no hire determination was made, provide the applicant a letter with contact information regarding the appeal process.
9. Review billing invoice for accuracy and make payment within 30 days to the University designated background verification vendor as instructed on the invoice.

Process Flow Chart

Refer to the Conducting a Background Check - Flowchart.