Background Check Program Procedures

SAAO, EHRA (Faculty and Non-Faculty), SHRA (Staff), Visiting (Faculty and Non-Faculty), Post-Docs, and Temporary Positions

Who

What

Hiring Department
  • Makes a contingent offer to finalist candidates that states “This offer is contingent upon the successful completion of a background check and education verification conducted by Human Resources.”
  • Candidates may not commence work prior to completion of the background check. If an exception is needed to allow an individual to perform work prior to the completion of the background check, the hiring department can convey the urgent business need to the Background Check Program through an exception request form. The HR Service Center Manager will determine if work can be performed prior to the completion of a background check and endorse the exception as applicable.
Candidate
  • Accepts contingent offer.
Hiring Department
  • Initiates the transaction in the JAR system.
  • Performs Search Match to prevent duplication of Employee ID.
  • Attaches references and other important documents to the JAR transaction; this stage is critical for preparing the candidate profile in PeopleSoft HRIS and is extremely important to capture as much detail about the candidate as possible while ensuring accurate background check package selection by referring to the Position Description and Hiring Proposal for relevant duties i.e. financial duties, budgeting, accounting and cash-handling, driving, volunteering with unaffiliated minors etc.
  • Submits the JAR, triggering a background verification link from the vendor to the candidate.
  • Will communicate emailed instructions to the candidate on how to access and fill out the online background check form.
  • Encourages the candidate to fill out the electronic form as soon as possible. Monitors the transaction’s status in JAR as it progresses.
Candidate
  • Receives emailed instructions from the Hiring Department along with the applicant’s guide to online background check submission.
  • Receives an email from the vendor containing a link to the vendor-hosted online background verification form.
  • Follows the instructions on the applicant’s guide and completes the background verification form, submitting the required information to the vendor with consent.
Background Check Vendor
  • Conducts checks and provides results to Background Check Program.
Background Check Program
  • Receives vendor-completed background checks in the Background Check queue.
  • Reviews the completed background check, information provided by the hiring department and the candidate.
  • Requests additional information as necessary; if more information is needed, the Background Check Program (BCP) contacts the appropriate parties (department, candidate, etc.) or reviews additional documentation (hiring proposal, job posting, CV, etc.) for clarification.
  • Performs domestic education verification on National Student Clearinghouse when applicable.
  • Performs Search Match to prevent duplication of Employee ID in the HRIS and to create Employee IDs for candidates new to the NC State System.
  • Makes an endorsement decision and updates the JAR transaction with an endorsement value of:
    • Endorsed, Endorsed – No Credit/ No Driving/ Exception/ No BGC Required
    • Pending, Pending Charges, Pending Education
    • Not Endorsed, Not Endorsed – Do Not Hire (** See continuation below **)
    • Cancel – Withdrawn
Hiring Department
  • Reviews the job data
  • Appropriately modifies or retains the listed start date if the candidate is endorsed.
**Background Check Program

Prior to Non-Endorsement

  • Will notify the candidate via email of the preliminary decision. This includes notification of the candidate’s rights under the Fair Credit Reporting Act (FCRA) and informs them that they can provide additional information regarding the criminal background check.
  • If an exception was granted to allow the candidate to start work, the Background Check Program notifies the Hiring Department to work with Employee Relations on separation.
  • For a current employee, the Background Check Program notifies the Hiring Department to work with Employee Relations on disciplinary action up to and including dismissal.

 

Volunteers That Work With Minors

Who

What

Hiring Department
  • Initiates the transaction in the JAR system (N970).
  • Performs Search Match to prevent duplication of Employee ID.
  • Provides project code for the specific programs with minors screening package in the transaction for billing purposes. The following are some of the Programs with Minors package selections available in JAR.
    • Programs with Minors
    • Programs with Minors w/Driving
    • Programs with Minors w/Credit
    • Programs with Minors w/Driving & Credit

Note: All background check packages containing a Program with Minors component will be billed as a whole to the given project code.

  • Attaches references and other important documents to the JAR transaction; this stage is critical for preparing the candidate profile in PeopleSoft HRIS and is extremely important to capture as much detail about the candidate as possible while ensuring accurate background check package selection by referring to the Position Description and Hiring Proposal for relevant duties i.e. financial duties, budgeting, accounting and cash-handling, driving, volunteering with unaffiliated minors etc.
  • Submits the JAR, triggering a background verification link from the vendor to the candidate.
  • Will communicate emailed instructions to the candidate on how to access and fill out the electronic background check form.
  • Encourages the candidate to fill out the electronic form as soon as possible. Monitors the transaction’s status in JAR as it progresses.
Volunteer
  • Receives emailed instructions from the Hiring Department along with the applicant’s guide to online background check submission.
  • Receives an email from the vendor containing a link to the vendor-hosted online background verification form.
  • Follows the instructions on the applicant’s guide and completes the background verification form, submitting the required information to the vendor with consent.
Background Check Vendor
  • Conducts checks and provides results to Background Check Program.
Background Check Program
  • Reviews the information provided by the hiring department and the candidate
  • Reviews the results from vendor and requests additional information as necessary; if more information is needed, the Background Check Program (BCP) contacts the appropriate parties (department, candidate, etc.)
  • Makes an endorsement decision and updates the JAR transaction with an endorsement value of:
    • Endorsed, Endorsed – No Credit/ No Driving/ Exception/ No BGC Required
    • Pending, Pending Charges, Pending Education
    • Not Endorsed, Not Endorsed – Do Not Hire (** See continuation below **)
    • Cancel – Withdrawn
Hiring Department
  • Reviews the job data
  • Modifies or retains the listed start date as appropriate if the candidate is endorsed.
**Background Check Program Prior to Non-Endorsement:

  • Will notify the candidate via letter of the preliminary decision. This includes notification of the candidate’s rights under the Fair Credit Reporting Act (FCRA) and informs them that they can provide additional information regarding the criminal background check.

 

Students

Note on Students
  • Does not apply to undergrad and grad students whose work is incident to their primary role as an NC State University student, and whose duties do not present additional risk.
  • Does apply to individuals whose primary role with NC State University would be characterized as an “employee” rather than primarily as a “student”, whether working as a temporary or regular employee.
  • Does apply to students whose position will present additional risk (i.e. working with minors, driving, cash handling, etc.)
  • Does apply to individuals who are students at institutions other than NC State University, whether working as a temporary or regular employee.

 

Household Members

Note on Household Members Applies to household members, ages 18 and over, who live with a University employee in University-controlled housing (i.e. dormitory, research station housing, etc.) that is provided as a benefit of employment.

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