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Cooperative Extension
Volunteer Program
Background Reviews
BACKGROUND CHECKS
Objectives To Discuss
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Policy
Who is Required?
Volunteer Background Check Package
Instructions to Request Background Review
Disclosure and Consent Form
Process
Information Evaluation
Record Retention
BACKGROUND CHECKS
Did You Know?
• 52% of background checks find resume inconsistencies.
• 37.6% of surveyed college students admit to a history of criminal acts.
• 34% of application forms contain lies about experience, education, and
ability to perform essential functions of the job.
• 33% of all applicants admit to being tempted to steal from an employer.
• 31% of background checks find one or more driving violations or
convictions.
The cost of recruiting, hiring, training, and then terminating ONE
employee can exceed $10,000.
BACKGROUND CHECKS
USNH Policy Statement
A pre-employment review of a candidate for employment
is done to comply with pertinent laws, promote a safe
work environment, and to protect the University’s assets,
including its employees, students, property, and
information.
USNH developed a policy for pre-screening background
reviews on July 1, 2007.
http://usnholpm.unh.edu/USY/V.Pers/C.4.htm
BACKGROUND CHECKS
Purpose of the Policy
To establish consistent and non-discriminatory guidelines for
pre-employment background reviews, as part of the
selection process.
Background investigations confirm the candidate’s
qualifications, credentials, and suitability relative to the
requirements of the position for which candidate is being
considered.
BACKGROUND CHECKS
Who is Required?
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This policy applies to all new hires:
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Budgeted Positions
Faculty and Adjunct Faculty (commencing July 1,2010)
Graduate Students (commencing July 1, 2008)
Adjunct Staff (full time 75% or more and part time of short
duration whose duties include performing security or safety
sensitive functions)
Current employees who transfer, are promoted, or otherwise
assigned to a position that requires higher review
Rehired Employees (when more than one year has passed since
termination)
BACKGROUND CHECKS
Security or Safety-Sensitive Positions
Security or Safety-Sensitive Duties
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Possession of master keys/codes to living or work spaces
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Responsibility for the care, safety and security of people or
property
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Direct responsibility for care, safety, security of children/minors or
other vulnerable populations
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Access to confidential or sensitive data or information
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Access or control over cash, checks, or other financial resources
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Access to personal information which might enable identity theft
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Access to controlled substances or hazardous materials
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Responsibility for operating University-owned vehicles
BACKGROUND CHECKS
Volunteer Program
Background Check Package
The background check package for volunteers consists of:
• Criminal Felony & Misdemeanor Search
– County Court Records Search
» Current County of Residence Only
• National Criminal Search
– National Criminal Court Records Database
» Includes State Sex Offender Registries
• Verification of Identity
– Social Security Trace
» Supplies the address history of the applicant
– Social Security Verification
» Verifies with the Social Security Administration that the social
security number belongs to the applicant
BACKGROUND CHECKS
Instructions to Request Background
Review
• Step 1: Download the Volunteer Consent/Request form
• Step 2: Have the volunteer applicant fill out the bottom section of the
Consent/Request form and give the applicant a copy of
Summary of Rights according to FCRA:
http://www.unh.edu/hr/background/pdf/consumer-rights.pdf
• Step 3: Hiring department completes top section indicating Program,
Supervisor and County.
• Step 4: Hiring department sends completed Consent/Request form to
UNH Office of Human Resources.
– Send via email as PDF attachment to: mariah.bellington@unh.edu
– Send via fax to: 862-3939
– Mail to Human Resources: 2 Leavitt Lane Durham NH 03824
BACKGROUND CHECKS
Disclosure and Consent Form
The supervisor is to complete
the top section of the form:
•Program (ex. 4-H)
•Supervisor
•County (ex. Strafford)
The applicant/volunteer is to
complete all areas of the
bottom section.
The completed forms are
submitted to UNH Office of
Human Resources to be
processed.
BACKGROUND CHECKS
Consent Form:
Hiring Department Responsibilities
The supervisor requesting the background check review needs to complete ONLY the following areas:
•Program: Enter the program the volunteer will be working in.
•Supervisor: Name of the person requesting the review ; this is also the point person for the main
contact to discuss results with.
•County: Enter the county in which the program is located.
BACKGROUND CHECKS
Consent Form:
Applicant Responsibilities
The volunteer applicant
must complete ALL
areas of the consent
form and sign the
completed form.
Please have the
applicant print legibly.
Illegible information can
lead to errors in the
results and can delay the
review process.
BACKGROUND CHECKS
Process
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HR will initiate the background review upon receiving a completed
Consent/Request form.
HR will coordinate with third party vendor (Hire Right) regarding all
background verifications.
Upon completion, the third party vendor will send HR a summary
report to the Cooperative Extension main contact.
The main contact will discuss the results with the requesting
supervisor.
Turnaround times average ten to fifteen business days.
– What may cause delays?
BACKGROUND CHECKS
Process
continued
All background reviews are recorded in an Access Data Base at
Human Resources. We track:
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Last Name, First Name, Middle Initial
RC Unit
Department
Position Number and Position Title
Type of Review
Total Cost
Discrepancy (Yes or No)
Date Submitted and Date Completed
BACKGROUND CHECKS
Information Evaluation
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Discrepancies are handled between the Cooperative
Extension main contact and hiring supervisor. Factors
assessed may include:
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The relevance of the criminal conviction to job duties
The date of the most recent offense
The nature of the offense(s) including its severity
The relative threat to the security of the program or its
employees, volunteers or participants.
The accuracy of the information the individual provided
Other relevant considerations
BACKGROUND CHECKS
Record Retention
• Human Resources will maintain records from
background reviews in confidential files.
• Volunteer background check consent/disclosure forms
along with the full results report will be kept on file at HR
for a period of one year.
BACKGROUND CHECKS
Questions?
Thank you for your attendance today.
BACKGROUND CHECKS