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.
|
