Background checks and verifications are used to evaluate individuals’ eligibility to be engaged in certain work by the University on a case-by-case basis. Units are required to initiate background checks at the University for those covered by this policy, and must coordinate with Central Office of Human Resources (OHR) to use the University’s designated vendor. Background checks and verifications must be completed before the first day of work.
Standard background checks through the University’s designated vendor (as defined in Appendix: Background Check and Verification Packages) are required for:
- individuals being offered employment in, or being transferred or reassigned to, non-student positions;
- individuals, including non-employees and student employees, who are assigned duties where checks are legally or contractually required; and
- individuals, including non-employees and student employees, being engaged by the University encompassing work with minors (see administrative policy Safety of Minors).
Non-employees are required to complete a successful background check if they will be performing security-sensitive work for the University. Units must obtain confirmation of the successful completion of a background check for the non-employee with the vendor. Refer to appendix: Background Checks for Non-Employees for more information. If not available, then the unit must conduct a background check through the University’s designated vendor prior to the first day of work.
Senior leaders and other high-level leader positions (as defined in Appendix: Senior and Other High-Level Leader Positions for Background Checks and Verifications) as well as members of the University of Minnesota Police Department will be subject to more extensive background checks, whether triggered by an employment offer, a transfer, or a reassignment into one of these positions.
Individuals who completed a background check at the University with satisfactory results within the last twelve months will not be required to undergo another background check unless the new position or newly-assigned duties require different checks or verifications than those originally conducted.
Offers of employment, transfers, and reassignments and assignment of duties are contingent upon completion of background checks and specified verifications with satisfactory results. Accordingly, units must plan and submit background check and verifications requests before employment or assignments occur.
Verifications of Credentials
Individuals, who are being offered employment or reassignment to a position where the assigned work requires certain educational, employment, and licensing credentials, must have their credentials verified. Units are responsible for ensuring that licensures are tracked and demonstrated.
Departments are responsible for initiating background checks and verifications through OHR and incur the costs. OHR staff will conduct individualized assessments of background check and credentials verification results taking into consideration important factors such as the nature and severity, time frame, and relevancy of any criminal convictions.
Reason for Policy
This policy supports Board of Regents Policy: Employee Recruitment and Retention and provides business processes for Board of Regents Policy: Safety of Minors. It furthers important University efforts to provide a safe and secure environment for all University students, employees, and visitors to protect its funds, property, and other assets. Therefore, the University provides this formal process of background checks and verifications (1) to minimize institutional risk, (2) to comply with federal and state regulations that require it for specified positions, and (3) to help responsible hiring authorities make sound hires.