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 contingent offer to finalist candidate 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 Associate Vice Chancellor (AVC), HR. The AVC, HR will make a determination if work can be performed prior to the completion of the background check.
Candidate
  • Accepts contingent offer.
Hiring Department
  • Initiates the transaction in the JAR system.
  • Attaches references and other important documents to the JAR transaction; makes any necessary notes to the BCP in the comments box (i.e. job title, minimum education required, etc.)
  • Will let the candidate know to expect emailed instructions on how to access and fill out the electronic background check form.
  • Encourages candidate to fill out the electronic form as soon as possible; letting them know that their access will expire after 14 days.
  • Monitors the transaction’s status in JAR as it progresses
Candidate
  • Receives instructions and a link to access the form via email; if applicable, the candidate will received a 2nd email with a temporary username and password to access the form.
  • Completes electronic Background Check Disclosure and Release form.
Background Check Program
  • Reviews the 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.
  • Reviews past background checks to help determine the type of check that is most appropriate
  • Requests appropriate background checks from vendor.
  • Performs an education verification when applicable; contacts department if WES is necessary
Background Check Vendor
  • Conducts checks and provides results to Background Check Program.
Background Check Program
  • Reviews the candidate’s BGC form, results from vendor, and other information provided by the department
  • Makes an endorsement decision and updates the JAR transaction with an endorsement value of:
    • Endorsed
    • Endorsed w/ limited duties
    • Non-Endorsed (** See continuation below **)
    • Cancelled
Hiring Department
  • Reviews the job data
  • Moves back/forward the 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.
  • If exception was granted to allow the candidate to start work, the Background Check Program notifies Employee Relations to work with the hiring department on separation.
  • If current employee, the Background Check Program notifies Employee Relations to work with the employee’s current department 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).
  • Attaches references and other important documents to the JAR transaction; makes any necessary notes to the BCP in the comments box (i.e. scope of interaction with minors, duties, etc.)
  • Will let the candidate know to expect emailed instructions on how to access and fill out the electronic background check form.
  • Encourages candidate to fill out the electronic form as soon as possible; letting them know that their access will expire after 14 days.
  • Monitors the transaction’s status in JAR as it progresses
Volunteer
  • Receives instructions and a link to access the form via email; if applicable, the candidate will received a 2nd email with a temporary username and password to access the form.
  • Completes electronic Background Check Disclosure and Release form.
Background Check Program
  • Reviews the 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.)
  • Reviews past background checks to help determine the type of check that is most appropriate
  • Requests appropriate background checks from vendor.
Background Check Vendor
  • Conducts checks and provides results to Background Check Program.
Background Check Program
  • Reviews the candidate’s BGC form, results from vendor, and other information provided by the department
  • Makes an endorsement decision and updates the jar transaction with an endorsement value of:
    • Endorsed
    • Endorsed w/ limited duties
    • Non-Endorsed (** See continuation below **)
    • Cancelled
Hiring Department
  • Reviews the job data
  • Moves back/forward the 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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