THE OFFICE OF HUMAN RESOURCES
MEMORANDUM
Date: July 29, 2005
To:
Deans/Department Heads
From: Julius Hilburn, Director, Human Resources
RE:
Pre-Employment Screening Policy – Health Sciences Center
A pre-employment screening policy recently approved by the University will be
implemented on August 1, 2005 at the OU Health Sciences Center. The University strives
to provide a safe environment for students, visitors, faculty, and staff, and to protect its
information and physical resources. Background checks serve an important part of the
selection process that helps determine an applicant’s overall employability and therefore
supports this policy. Effective August 1, 2005, the OU Health Sciences Center will
conduct pre-employment screening and criminal background checks on all new final
candidates for faculty and staff positions. Some University positions currently require
drug and motor vehicle checks and these requirements will not change.
Final candidates who have been extended an offer and formally accepted a position
effective on or before July 29, 2005 will have appropriate background checks completed
in accordance with current University policy. Offers extended on or after August 1 will
be processed in accordance with the new policy.
Currently, most hiring authorities conduct thorough background checks. This policy
establishes responsibility for conducting pre-employment screening and adds the criminal
background check requirement for all new hires. A copy of the policy is attached for your
information and use.
The University of Oklahoma has retained the services of HireRight, Inc. to conduct preemployment screening. Departments should continue to conduct the standard
employment background check (academic credentials, employment history, job
performance and licensure). The University will use the services of HireRight to conduct
criminal background checks. Costs associated with this service will be borne by the
hiring department.
Key elements of the policy include the following:
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University departments should conduct a Standard Pre-Employment Screening on
all new hires to verify educational credentials, license/certification, employment
histories and job performance.
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Human Resources will use a third party vendor, HireRight Inc, to conduct
criminal background checks for final candidates as identified by the department.
HR will coordinate drug and motor vehicle checks for previously designated
positions.
The policy applies to all offers of employment after August 1, 2005. Employees
hired before August 1, 2005, will be subject to background checks in certain
situations as outlined in the policy.
All offers are contingent on the university’s verification of credentials and other
information required by state law and OU policies, including the completion of a
criminal history check.
Final candidates may not start employment prior to until the criminal background
check is complete.
Evidence of criminal convictions or other adverse information will not
automatically disqualify candidates from consideration.
Hiring authorities and departmental representatives are encouraged to work with the
Human Resources Employment Department at the time of recruitment to identify preemployment screening requirements. If you have any questions please contact Royce
Whaley in the Employment Office at 271-2180 or via email at royce-whaley@ouhsc.edu.
The policy and associated documents are located on the Human Resources web page at
http://admin-scb.ouhsc.edu/person/Forms.html.