Requesting Reference Information:

1. The HR administrator and/or hiring manager is advised to obtain and contact at least two (2) professional references prior to extending an employment offer to an applicant.  The applicant should complete and sign a job profile before reference inquiries are conducted. A completed and signed profile protects the University to investigate or verify pertinent information about an applicant. 
2. An HR administrator and/or hiring manager may request to review available performance appraisal records dating back two (2) years for a current staff employee who has applied for a position. The HR administrator and/or hiring manager is advised to review these performance reviews as part of the selection process.  Requests should be made to UHRM- Employment Services.
3. For an internal candidate, the hiring manager should take special care to ensure the application is confidential, and that contact with the employee’s current unit is not made until the employee is considered a finalist and/or references are to be checked.
4. The HR administrator and/or hiring manager who conducts reference checks should refer to the Reference and Credential Checking Form [PDF] for relevant reference checking information.
5. The HR administrator and/or hiring manager may request that UHRM conduct reference checks. Information provided by references must be retained along with other application materials for three (3) years.
6. An applicant who refuses to sign a profile may be eliminated from further consideration for employment.
7. An applicant who provides misleading, erroneous, or deceptive information on a profile, resume, or in an interview will be immediately eliminated from further consideration for employment.

Providing Reference Information:

8. External employment verification requests should be referred to UHRM-Wage and  Salary Administration (Records Office), which will verify information presented by the requestor, but is limited to title, dates of employment, and last salary paid.
9. Internal  reference requests  from  one  University  manager  to another  University  manager will be addressed honestly, based solely on documented job performance.

Conducting Background Checks:

10. Any position requiring a background check will be indicated on the posting.
11. A background check will apply to a new hire as a condition of employment after a written job offer is tendered to the individual. The release form will also be completed post-offer by the applicant selected (not for final applicants).  An applicant must complete and sign release forms before a background inquiry is conducted. Refusal to sign  release forms may eliminate an applicant from further consideration for employment
12. A background check will be conducted on a current staff employee if he/she is transferring into a position where a background check is required and if a background check was not done when the employee was hired into the University.  A background check will not be conducted for an employee transferring to the same job (same duties, responsibilities) in the same unit. 
13. No employee who is subject to a background check will be allowed to begin working until the background check results have been received and cleared.
14. To ensure confidentiality of all applicant information, UHRM-Employment Services centrally coordinates the background check process. Results of the background check are sent directly to the Associate Vice President for Human Resources and Employment Manager.
15. All background checks, at a minimum, will include the following:
    • verification of Social Security Number;
    • county criminal records (county of current residence);
    • state criminal records (state of current residence or state of recent residence if applicant is new to this area);
    • federal criminal records; and
    • other kinds of verification checks if a particular position warrants (i.e., sex offender, educational verification, employment verification).
16. A motor vehicle record check is handled by the Office of Risk Management, Audit, and Safety which evaluates driving records.  Any candidate for a position that requires an employee to operate a motor vehicle will be ineligible if his/her motor vehicle record shows excessive driving convictions, as set forth in the University’s Vehicle Loss Control Program. 
17. Information obtained in a background check will be compared with information provided by the applicant. An applicant who provides false, incomplete, or misleading information on a profile, resume, or in an interview will be immediately eliminated from further consideration for employment. If discovery is made after the applicant is hired, action will be taken consistent with the University's Termination Policy. (Refer to U208 Termination of Employment.)
18. Having a criminal history, a criminal conviction, or a motor vehicle violation does not necessarily preclude employment. The nature of the offense, the circumstances surrounding it and its relevance to a particular job are considered on a case-by-case basis. The Associate Vice President for Human Resources (or designee), in consultation with Legal Counsel, when necessary, evaluates the relevance of the criminal history of the individual being hired to the position being filled.
19. Should a criminal history preclude a current employee from being hired into a new position and his/her former position is no longer available, the employee may apply for a vacant position for which he/she is qualified.
20. The hiring unit is responsible for costs associated with conducting background checks. The hiring unit is responsible for checking references and for verification of credentials (e.g., degrees and certifications) unless UHRM provides this service upon request.
    
    

Cross reference:

U202 Recruitment and Selection Process and U208 Termination of Employment.