For Hiring Departments

The Background Check Program supports the efforts of hiring authorities to ensure a highly qualified and competent workforce is in place to meet university needs, while also ensuring selected candidates present minimal risk to the safety, security and continued success of NC State. Our program aims to complete the background check both quickly and thoroughly so there is minimal delay in the finalization of the hiring process.

What if a current employee discloses a recent criminal conviction?

  • Supervisors should contact the Background Check Program at 919-513-2283 in the event an employee discloses they have been convicted of crime during employment with NC State.
  • Supervisors should also contact Employee Relations at 919-515-6575. Employee Relations can provide additional guidance since it may be necessary to place an employee on investigatory status pending the results of an investigation.

How can a hiring department request a background check?

Hiring Departments are responsible for requesting a background check on new hires, transfers, and promotions within their department. Generally, this request will be automatic when the hire action is entered into the Job Action Request (JAR) System. Hiring Departments should be knowledgeable about the position’s description and required duties in order to request an appropriate background check scope. The initiator must submit the candidate’s legal name (not nicknames or preferred names) and ensure accurate background package selection. Candidate’s legal name and background check package components cannot be modified after the JAR is initiated. Incorrect names could impact payroll processing and benefits for the candidate.

  • Upon non-submission of a background check application, InfoMart will send reminders to the candidates after 48 hours, 5 days and 10 days to complete the background check.
  • If the incorrect Legal Name or candidate email address were submitted, the initiator will have to request for cancellation of JAR and initiate a new transaction with the correct information. For this reason, the hiring department is advised to confirm the candidate’s legal name and email address prior to initiating a JAR transaction.

For more information on the Hiring Department’s role in partnership with the Background Check Program, please review the Background Check Procedures.

Hiring Department personnel are commonly an applicant’s first point of contact when they experience difficulty accessing their electronic background check form. In order to assist both the hiring department and the applicant, we have created a Help Document for Hiring Managers to Troubleshoot Access to the BGC Form. This help document includes instructions and solutions for common issues and other tips and tricks. If an individual still experiences difficulty they are encouraged to contact the Background Check Program at 919-513-2283 or background-checks@ncsu.edu.

How can a hiring department request to NOT have a background check?

When to use bgck-review@ncsu.edu email:

The bgck-review@ncsu.edu email is designed to prevent the applicant from receiving the background check email(s). Going forward, this workaround will only be available for specific situations where a candidate has an existing employee ID or campus ID. These situations are listed herein.

  1. Law enforcement officer with an existing Empl ID.
  2. Return to faculty hire action for an existing employee.
  3. A JAR transaction being reinitiated due to an error on a previous transaction that warrants re-entry and a background check has already been completed and endorsed via the original transaction (i.e., a transaction was entered as a new hire instead of a transfer).
  4. Temporary flat rate hire with an existing Empl ID that does not require a background check.
  5. Adjunct hire with an existing Empl ID that does not require a background check.
  6. When a duplicate employee ID has been created due to failure to Search Match/incorrect data entry by a candidate and a new JAR needs to be created with the correct Empl ID without triggering a background check.

If you believe your applicant does not need a background check and is an existing employee, please use the applicant’s email address in JAR unless they fall into the aforementioned categories. This will trigger the system to generate the vendor-hosted background check invitation to our review email address and will prompt our program to review the transaction. Generally, reviews are completed within 24 hours. If the review finds that the applicant does not need a background check, the transaction will move forward. However, if the review finds that the applicant does need a background check, the Background Check Program will send the background check emails to the applicant via the email provided in the comments section. The department will be notified if the background check emails are going to be sent.

Please do not send regular correspondence to this email address, this email is for system generated emails only. For anything else, please us background-checks@ncsu.edu.

Process for requesting or skipping background checks for existing and new employees:

Existing Employee

New Employee

Want a BGC

Normal process is to run a background check, no extra action needed

*If a rule exists where we would not typically run a background check (ex. faculty exception) and you would like a background check anyway, please make a comment in the BGC area when entering the job action

Normal process is to run a background check, no extra action needed

*These types of checks generally take the longest amount of time

Do NOT want a BGC

Use the bgck-review@ncsu.edu if and only if the candidate is a –

  • Law enforcement officer with an existing Empl ID.
  • Return to Faculty hire action with an existing Empl ID.
  • A JAR transaction being reinitiated due to an error on a previous transaction that warrants re-entry and a background check has already been completed and endorsed via the original transaction (i.e., a transaction was entered as a new hire instead of a transfer).
  • Flat rate hire with an existing Empl ID that does not require a background check.
  • Adjunct faculty with an existing Empl ID that do not require a background check.
  • Duplicate Empl ID that has been created due to failure to Search Match/incorrect data entry by a candidate and a new JAR needs to be created with the correct Empl ID without triggering a background check.
Applicant will have to fill out the form;
DO NOT use the bgck-review@ncsu.edu email address. Please make a comment in the BGC area that you do not want a background check and once the form is submitted by the applicant, the Background Check Program will review. If a background check is ultimately needed, the HR initiator will be notified.

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