PRE-EMPLOYMENT BACKGROUND CHECKS



The Office of Human Resources recently completed a pilot program for new hire background checks.  We are pleased to announce that we are ready to implement the program University-wide.  Below is an implementation schedule:

 

April 1, 2014:
• A&P
• USPS
• OPS (excluding student and Graduate Assistant employees)
• Changes from OPS to budgeted positions (if not previously background checked)

July 1, 2014:
• Faculty
• Visiting Faculty
• Adjuncts

    (Departments requiring level two or higher background checks will continue to conduct their own screenings.
      For example, the University Police Department, Department of Childhood Education, etc.)

Beginning with the dates specified above, pre-employment background checks will be conducted on all new hires through a third-party vendor, CertifiedBackground, who will complete the background checks pursuant to the Fair Credit Reporting Act (“FCRA”).  A new hire is defined as a new employee or an OPS employee who is promoted to a budgeted position.  New student employees (including Graduate Assistants) are not included in this program.*

The background screenings will check seven years of history for the applicant and will provide the University with critical information to make the best and most informed hiring decisions.**  Human Resources will conduct and fund all background checks.

All offers of employment will be contingent upon successful completion of a background check.  Background checks must be completed before the selected applicant begins employment and will be processed as follows:

A&P
A&P offers will continue to be made by the hiring official who must communicate to the candidate that the offer is contingent upon a successful background check.  The offer letter will also explain that the offer is contingent upon a successful background check. The Office of Equal Opportunity and Diversity (EOD) must be notified and will follow up with a confirmation email to the candidate that they will receive an email from CertifiedBackground to begin the process of the background check

USPS
Human Resources will continue to make employment offers to USPS candidates and will communicate, via written confirmation offer letter, that the offer is contingent upon a successful background check.  Human Resources will inform the candidate that they will receive an email from CertifiedBackground to begin the process of the background check. 

OPS
Offers for OPS positions will be made by the hiring official who will communicate, in writing, to the candidate that the offer is contingent upon a successful background check and that they will receive an email from CertifiedBackground to begin the process of the background check. The hiring official must notify the office of Human Resources of the new hire so Human Resources can initiate the background check. 

FACULTY
Faculty offers will be made by the hiring official who must also communicate to the candidate that the offer is contingent upon a successful background check.  The offer letter will also explain that the offer is contingent upon a successful background check and that they will receive an email from CertifiedBackground to begin the process of the background check. The Office of Equal Opportunity and Diversity must be notified and will initiate the background check.


After the background check is completed, the results are made available to Human Resources for an initial review.

Assuming the background check is clear, HR will email the hiring official that the candidate’s background check is complete and the process may continue for the candidate to begin working at UNF.  In the event a candidate comes back with questionable results, an established background check committee will meet to determine a recommendation about proceeding with the hire.  The issues and recommendation will be communicated to the hiring VP.  If the committee’s recommendation to the VP is favorable, the ultimate decision to hire the candidate falls to the VP.  Only the University President may waive the committee’s recommendation not to hire a candidate based on his/her background check results.

The background check committee is as follows:  

Rachelle Gottlieb – VP, HR
Teresa Sandrock – Director, HR
Greg Catron – Associate Director, Employee and Labor Relations

Marc Snow – Senior Associate General Counsel
Jay Coleman – Interim Associate Provost

The entire background process takes approximately 48-72 hours from the candidate’s completion of the request for information from CertifiedBackground. In the event a candidate is not hired as a result of an unfavorable background check, Human Resources will communicate this information to the candidate.  Human Resources will also send Summary of Rights notification that describes the applicant’s rights under the Fair Credit Reporting Act.  An unfavorable background check will not prohibit anybody from applying for other positions at UNF.  You can find additional information by viewing our FAQ

Please ensure that all offers and offer letters extended include the language “all offers of employment are contingent upon successful completion of a background check”. 

For questions or further details, please contact the Office of Human Resources at (904) 620-2903.

*Student employees include graduate assistants, graduate teaching assistants and graduate research assistants. 
 Generally any individual at UNF whose primary status is that of a student is exempt from the background check process.

**Determination of the type of background checks to be conducted will be made by Human Resources in conjunction with the hiring department.  For example, positions designated as "positions of trust" may require different types of background checks including fingerprinting ("level II") as described by Florida las and/or credit checks depending on the position's job duties.