Unit Specific Background Check Program Template



Revised:[DATE]OVERVIEWThe Ohio State University has policies to promote and maintain a safe and secure environment for the campus community. The background check process is intended to help the university evaluate whether an individual is eligible for a position. [UNIT] conducts background checks on individuals in accordance with the Background Check policy 4.15 and the Activities and Programs with Minor Participants policy 1.50 [link] and according to the Background Check Standards and Toolkit. [UNIT] has assessed its business needs and determined to establish additional background check processes above and beyond the university policies. [Instructions: Below are requirements per university policies. Review the follow up questions highlighted in yellow to help evaluate if your unit would like to establish additional background check practices. If you determine that there is a business need to apply background check practices above and beyond the university policies, please outline those proposed practices. Review all highlighted text and edit or delete accordingly.] Employees who have a break in service and return to the university must have a background check if the position requires one. Associated faculty and student employees, including graduate associates with access to restricted institutional data, may have a break in service up to 12 months before requiring a background check when they return. Do you want to conduct a new background check on associated faculty or student employees with access to restricted institutional data with less than a 12 month break in service? Internal candidates who have had a background check through the university within the past 12 months are not required to have a new background check. Do you want to conduct a background check on internal candidates regardless of whether a background check was completed in past 12 months?Background checks are not required when an individual is reclassified.Self-Disclosure of Convictions: Individuals are required to self-disclose all criminal convictions at the time a background check is conducted. Candidates who fail to disclose all criminal convictions or fail to provide truthful, accurate, and complete information regarding criminal convictions may be ineligible for hire for the current position and may be prohibited from future employment consideration.Per the Activities and Programs with Minor Participants Policy 1.50, any faculty, staff, appointee, student, student employee, graduate associate, or volunteer working in activities and programs with minors, who is likely to have responsibility for the care, custody, or control of a minor as part of that activity or program, must have an Ohio Bureau of Criminal Investigation (BCI) (or BCI/FBI if he/she has not resided in Ohio consecutively for the past five years) fingerprint background check completed before activity or program with minors begins.Do you want to conduct both a BCI and FBI background check on individuals regardless of whether or not the person has resided in Ohio consecutively for the past 5 years?Are there any individuals you would like to conduct BCI/FBI more often than every 4 years? Are there individuals you do not want to allow a break in service without a new BCI/FBI fingerprint background check being completed?Will you accept a BCI/FBI fingerprint background check that was conducted by/for OSU, but conducted for a different program or purpose? Completed within what timeframe?Are there any faculty, staff, appointee, student, student employee, graduate associate, or volunteer working in activities and programs with minors, who will not have responsibility for the care, custody, or control of a minor for whom fingerprinting (BCI/FBI) background checks need to be conducted? ADDITIONAL [UNIT] REQUIREMENTSQuestions to consider to evaluate/document your unit’s background check practices:Are there additional employee populations for whom you conduct third party vendor background checks? Student employees (besides those with access to restricted institutional data), volunteers, or third party contractors (besides third party staffing vendor employees)?Do you want to allow a break in service before requiring a new background check to be completed?Do you want to accept a background check completed for another unit? Completed within what time frame? Break in service allowed after that background check was completed?For third party contractors – will you accept background checks completed by the vendor company as long as they meet the university policy’s minimum standards?Who is expected to pay for the background checks?Are there any employee groups for whom you conduct re-screening on a regular cadence? Are there additional types of searches you conduct on employees through the third party vendor?Motor vehicle records (do you re-check MVR on a regular cadence?)Education/Certification verification Credit historyEmployment verificationAre these searches conducted on the unit’s entire employee population, particular positions, positions with specific required qualifications or responsibilities, all employees within particular departments?Are there other employees for whom you conduct fingerprinting (BCI/FBI) background checks not involved in programs with minors? [EXAMPLES OF REQUIREMENTS DESCRIPTIONS – these descriptions can be used as business justification for your unit’s background check practices. They can be edited to fit your specific practices.]Certification / Education Verification: Positions that require an employee to have a specific degree or professional license/certificate in order to perform the job as stated in the job posting will require the background check to include verification of these credentials in addition to the standard background check. This credentials verification will be completed only for positions where it is a requirement to have a post-secondary education and/or license/certificate and the equivalent combination of education/experience is not appropriate.Motor Vehicle Report: Faculty, staff, and student employees who have driving responsibilities as a part of their position will be required to include a motor vehicle report in addition to the standard background check.What is your evaluation criteria? Common evaluation criteria is an individual with more than 6 points may not be permitted to have driving responsibilities.Credit Checks: Staff with fiduciary/financial responsibility and/or staff with access to highly confidential personal information will have a credit check completed. What is your evaluation criteria?Common evaluation criteria is:Education loans in default statusConsumer credit accounts in collections or charge off statusTax liensPublic/Civil casesMedical accounts will not be consideredBankruptcies will not be consideredStrides taken to improve financial status will be considered BCI/FBI (fingerprinting): Faculty and staff [in X department, performing X responsibilities, funded by X grant, etc.] are required to have both BCI (or both BCI and FBI) fingerprint background checks completed.BACKGROUND CHECK APPROVER(S) [who should the background check coordinator contact?]First Level Approver:Second Level Approver: ................
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