University Background Checks

Chicago Campus Hiring Process November 18, 2015

Objectives

• Provide safe and secure environment for: – Students – Employees – Visitors

• Safeguard University’s reputation and property and resources

• Promote sound hiring decisions

Implementation Timeline

• October 5, 2015 - Board of Trustees approved University wide policy on Background checks

• November 1, 2015 – Policy implemented campus wide for all covered employee groups

• December 1, 2015 – HireTouch/GIS Integration Implementation

Major Focus of Policy Revision • Effective November 1, 2015, all new hires and current

employees moving into security sensitive positions require a criminal background/sanction check

• Applies to all Academic Professional, Civil Service, Extra Help, Faculty, Hourly, Postdoc Research Associate and Resident positions

• Graduate and Undergraduate employees, Contractors, Fellows, and Volunteers require criminal background checks if the following applies: – Positions are deemed security sensitive or critical – Positon is subject to U of I Protection of Minors policy – Position is within the UI Health System

Definition-Security Sensitive In general, positions may be deemed to be security sensitive if the position requires employees to be entrusted with any one or more of, but not limited to, the following: • direct patient or client care • the care of, or regular close contact with, children under the age of eighteen, or other groups or

categories of individuals deemed by the University to be high risk • large amounts of cash or other items of significant value, as determined by the University • access to University accounts • keys to multiple University offices or buildings • an assigned University vehicle • firearms • controlled substances • any other functions determined by the University to create a security risk or concern • having access to food and controlled substances • performing hazardous duties • operating heavy equipment • having regular lifting requirements

Critical Titles • President/Chancellor • Vice President/Vice Chancellor • Associate/Assistant Vice-President • Director of Intercollegiate Athletics • Department Heads/Chairs/Directors of Academic Units • Intercollegiate Athletics Coaches • Provost • Vice Provost • Associate/Assistant Provost • Dean • Chief Executive Officers of UI Health Systems • University Officers in Addition to those mentioned above • Chief of Campus Police

Background Checks on Current Employees

• Criminal Background Checks will be required on current employees if the following applies: – Transitioning from a Campus position into a positon within UI

Health. – Transitioning into a position that is deemed security sensitive or

a critical title. – Transitioning into a position that involves working with minors. – Transitioning into a new appointment under the covered

employee groups and a criminal background check has not be conducted within the last 2 years.

• Exception is that UI Health requires Criminal Background Checks immediately before any movement into the Hospital.

*Generally speaking, Background Checks will not be required for Reappointments that are currently active (i.e. visiting AP’s, term by term Faculty, Faculty/Clinical/Research hourlies, and Grad

Asst/Hourlies

Types of Background Checks • Criminal Background Check (CBC)

– Identifies county and state misdemeanor and felony convictions and sentencing within Illinois – Does not identify arrests

• Sanctions – Identifies at federal and state level being excluded from government business or being disciplined by a

licensing board – Also searches National Criminal Database including the Sex Offender Registry

• Verification of Previous Employment – UI Health • Education Verification – required for the following hires:

– Academic Professional, Hourly Faculty/Clinical/Research, Postdoc Fellow, Postdoc Research Associate

• Primary Source License Verification • Driver’s License Verification Standard Checks for Chicago Campus are the CBC and Sanction Check

Required Background Checks

Academic Professional

Civil Service

Extra Help

Faculty/ Clinical/ Research Hourly

Postdoc Research Associate

Resident

Faculty Grad Asst & Students

New Hire

CBC/S/E CBC/S CBC/S CBC/S/E

CBC/S/E

CBC/S

CBC/S CBC*/S**

Job Mvmt ***

• Checks required only if one hasn’t been completed within last two(2) years or • Checks will always be required if moving into the U of I Hospital, into a position

working with minors, or into a Security Sensitive/Critical Job

• Criminal Background Check - CBC • Sanction - S • Education Verification – E *Criminal Background/Sanction Checks will be required if working with minors, in a security sensitive title, or working in U of I Hospital. **Sanction checks will be required when working in a HIPPA covered entity. ***Applies to Current Employees

Job Offer/Job Postings

• All offer letters are to include the statement: – This offer is contingent upon the successful completion of a criminal background check and other pre-

employment assessments.

• All Offers of Employment must include individual signing “Conditional Hire” form

• All Job Postings now include the statement: - The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer. Background checks will be performed in compliance with the Fair Credit Reporting Act.

• Our UIC Job Board now includes the statement:

⁻ Offers of employment by the University of Illinois may be subject to approval by the University’s Board of Trustees and are made contingent upon the candidate’s successful completion of any criminal background checks and other pre-employment assessments that may be required for the position being offered. Additional information regarding such pre-employment checks and assessments may be provided as applicable during the hiring process.

HR Front End Transaction

• All HR Front End transactions must include confirmation of clearance on appropriate checks – Copy of official email clearance (sent via

HireTouch or HR Service Center) • Scanned in under the Background Check document type

– Signed Conditional Hire Form • Scanned in under the Conditional Hire Statement document

type

Conducting the Background Check via HireTouch

• Where? – Process will be initiated by Hiring Authority/Dept. in

HireTouch – For positions hired outside of the HireTouch process,

revert to paper form – Please reference UIC Background Check Process Flow

• When? – Candidate is selected for possible job offer

• How? – Change Applicant Status (e.g. Request BGC) in HireTouch

Conditional Hire Acknowledgement

Background Check Demographic Form

The Background Check Demographic form should be completed by the unit or hiring authority

Disclosure & Authorization Forms

Education Verification Form

Required for the following hires: • Academic Professional • Faculty/Clinical/Research

Hourly • Postdoc Research

Associate • Postdoc Fellows*

Note: Postdoc Fellows will only be subject to background checks if they are appointed in the U of I Hospital, working with minors, or appointed in a security sensitive assignment

Background Check Rate Structure

• Criminal Background Check (CBC) - $50 • Sanction Check - $25 • CBC/Sanction Check - $75 • Education Verification - $25 • Verification of Previous Employment - $25 • Fingerprint Verification - $25

Contact Information/Resources

• UIC HR Service Center – Attention: UICHR Criminal Background Check

Processing – 715 S Wood Street, 4th Floor, M/C 900 – General Inquiries: (312) 996-7941 or (312) 996-6159 – Fax: (312) 996-3837 – Email: cbcuichr@uillinois.edu

• UICHR Background Check Compliance Page: https://www.hr.uic.edu/hiring/backgroundchecks/