What is the relevant policy?

Background Check Policy located here.

Does a background check include checking into a person's credit rating and personal finances?

Whether or not a credit rating is required for the job depends on the nature of the work. Most positions do not require this check.

Who determines which positions are "sensitive?"

The hiring manager, in consultation with Human Resources, will determine which positions should be designated as critical, or "sensitive," based on the duties and responsibilities of each position.  The type of position will determine what background checks are required.  For example, only those who drive for the job will need a DMV check.

When are background checks required?

Background checks are required of an employee who moves into a critical, or sensitive, position as a new hire, transfer, promotion, reclassification, or changes in job duties that move a position into a critical or "sensitive" category. This includes career, limited, contract, per diem, student, and volunteer positions.

Where policies, work rules, and contractual provisions related to background checks for specific personnel programs currently exist, it is intended that the provisions of this policy be applied in conjunction with those provisions. Represented employees will remain covered by the relevant contractual provisions and the previous policy pertaining to background checks while collective bargaining obligations are completed. See Bargaining Agreements, and Labor Relations for more information.

Current employees do not have to undergo background checks unless a transfer, promotion, reclassification, or change in their job duties moves their position into a sensitive category, as defined by the criteria for designated critical positions in PPSM 21, section V.

Do current employees have to undergo background checks?

Current employees do not have to undergo background checks unless a transfer, promotion, reclassification, or change in their job duties moves their position into a sensitive category, as defined by the new criteria.

Why do we have this policy?

The university has an obligation as an employer to provide a safe learning and work environment, and as a steward of public funds to protect its assets.  To that end, individuals in positions that require, for example, handling cash, access to restricted spaces, working with children, or access to personal information are checked to ensure they have no conviction history relevant to their employment. Although this is no guarantee against criminal acts, it does reduce the likelihood of crime, and may reduce the university’s liability in the event a crime occurs. Such activity impacts morale and can have a significant financial impact on the institution.   If problems occur, assistance for departments may be available through the University's Employee Dishonesty Insurance Policy, available at: read the full text of the policy.

What exactly does this policy do?

The policy provides guidance on the criteria for determining when positions are sensitive and require background checks. It articulates the responsibilities of the department and other campus units, describes the process for background checks, including the notification process, and provides for the confidentiality of information gathered and the protection of privacy of individuals undergoing background checks.