Campus Policy

Background Check Procedures

Policy #: 1010

Effective Date: August 1, 2008

Revised Date: 10/26/10

Reviewed Date: 10/26/10

 

Vice Chancellor, Business and Finance         Date

 

 

 

Background Check Procedures

 

Purpose

 

1.1

Background checks serve as an important part of the selection process at the University of Nebraska Medical Center (UNMC).  Background checks provide additional applicant related information that helps determine the applicant's overall employability, ensuring the protection of the people, property, and information of UNMC.

 

Scope

 

2.1

The UNMC Background Check procedures are applicable to all UNMC positions. 

 

Basis of the Procedures

 

3.1

Federal/state law, University of Nebraska Personnel Policy 7215, Background Check Policy 1010, Faculty Personnel Records Policy 6075, and administrative practices within UNMC.

 

Authorities and Administration

 

4.1

Human Resources, Strategic Staffing and Compensation, is responsible for all aspects of the background check process for employees. 

 

Policy

 

5.1

Statement of General Policy:

All applicants being hired into a regular position at UNMC are required to successfully complete a pre-employment background check prior to starting work. This includes UNMC employees who transfer to a new position.  A background check is only done after an applicant has accepted the conditional offer of employment. 

 

Unless otherwise required by law, if the new hire is a current UNMC employee who has undergone a background check within the past year, a new check does not need to be completed.  The results of the previously performed check will be considered in any pending employment decision.

 

Unless otherwise required by law, departments may determine whether people hired into "temporary" positions will receive a background check, however it is strongly encouraged.

 

5.2

Components of Check:

UNMC will utilize a third party agency to conduct the background check.  The type of information that can be collected by this agency includes, but is not limited to, that pertaining to an individual's past employment, education, character, finances, reputation, criminal and credit history, etc.    Following are the standard checks that will be performed:

Basic (for all new hires)

  • Criminal search

  • Sexual Offender/Predator Registry

  • U.S. Gov. Terrorist List Search

  • Maiden/AKA Name Search

  • Sanction Check

 

Trustworthy & Reliable (for positions with access to nuclear irradiators)

  • Includes basic search plus the following:

  • Fingerprint FBI criminal history check

  • Employment verification (2 most recent)

  • Education verification (highest completed)

  • Personal references (minimum of 2, not relatives or recent supervisors)

 

Credit Checks will be utilized for positions with regular cashiering responsibilities, or that have been deemed to have a high level of access to university accounts.  A position utilizing a purchasing card that is reconciled on a regular basis is not required to have a credit check.  Departments with questions should contact their Compensation Consultant for help in determining whether a credit check is necessary for a given position.

 

Child and Adult Abuse Registry checks must be performed for positions requiring physical access to and/or in person contact with patients, children under the age of 18 and/or vulnerable adults.  Motor vehicle history checks will be performed for any position that requires operation of a motor vehicle.

 

Depending on the specific duties of the position other checks may be done based on business necessity or legal requirements.   

 

5.2.1

Processing Checks:

When an appointment is offered to an applicant, the person should be told to expect an email from One Source, the background check company, to initiate the background check process.

 

STAFF Positions

In Jobs@, the hiring department changes the status of the selected applicant to:

 

"STAFF Interviewed/SEL HIR/Begin Background Check".

 

Upon selecting this status a Jobs@ system generated email will be sent to One Source requesting the background check.  Information from the compliance tab of the job description will be utilized to instruct One Source as to the type of background check to be done.  Upon receiving the request, One Source will send an email to the new hire containing a user name and password for him/her to access the One Source secure website and complete a short on-line information and authorization form.

 

If an applicant is selected in error, please notify HR immediately at extension 9-4070. 

 

 

 

Academic Hires

The departmental requestor will log on to the One Source website (https://bkckxserve5.8f7.com/4DACTION/WebShowMenu) using the following user name and password:

 

User Name:  UNMCACAD

Password:  academic1  

 

This user name and password will only allow for the entry of a new request.  After the request is submitted it will no longer be accessible to the departmental requestor. 

 

Once in the website it will simply be a matter of completing a few fields and selecting the type of background check to be done.  Please see the academic background check user guide for detailed step by step instructions regarding how to access the One Source website and request a background check.

 

Staff and Academic Hires

Once the background check has been requested, the process will be the same for both types of checks.  One Source will perform the check and deliver the results to HR.  The hiring department is then notified via email from Jobs@ that the report is clear, or via phone call from HR if a record was found and needs to be addressed.  If the background check results in a decision to withdraw an employment offer, HR will ensure the adverse action notifications are mailed to the applicant.  The hiring department and HR should coordinate regarding additional communication to the applicant. 

 

Please note if an applicant does not have access to email paper forms are available through HR. 

 

If you have questions, or need information regarding processing a trustworthy and reliable (T&R) background check, please call extension 9-4070.

 

5.3

 

Compliance:

 Background checks will be performed in compliance with the Fair Credit Reporting Act.   This information will not be used as a basis for denying employment unless the information indicates the applicant is not suitable for the position. 

 

5.4

Evaluation of Background Checks:

 A criminal conviction does not automatically disqualify an applicant from consideration for employment with UNMC.  The following items will be considered when evaluating the criminal conviction:

  • Nature and gravity of the criminal offense
  • Nature of the duties and responsibilities of the position
  • Pattern of other related criminal convictions
  • Age of the applicant when the criminal offense occurred
  • Time since the criminal conviction and/or completion of the sentence
  • The applicant's record of performance and behavior on other jobs.

 

If the criminal history check reveals convictions which the applicant failed to disclose on the application, the offer of employment will normally be withdrawn, unless the individual shows that the report is in error. 

 

5.5

Recordkeeping:

All information obtained from the background check process will only be used as part of the employment process and will be kept confidential. 

 

Equal Employment Opportunity

6.1

The University of Nebraska Medical Center declares and affirms a policy of equal educational and employment opportunities, affirmative action in employment, and nondiscrimination in providing its services to the public. Therefore, the University of Nebraska Medical Center shall not discriminate against anyone based on race, age, color, disability, religion, sex, national or ethnic origin, marital status, genetic information, sexual orientation, political affiliation, Vietnam-era veteran status, or special disabled Veteran status. Sexual harassment in any form, including hostile environment and quid pro quo, is prohibited.

For additional information, contact Human Resources, Strategic Staffing at 559-5905.