Background Check Procedures
Background Check Screening Process
The background check screening process includes a level one investigation over a seven-year
period from the application date that covers:
1. Social Security Number Trace: Confirms a person’s true identity and legal employment
status
2. Residential History
3. Felony/Misdemeanor Criminal Conviction Search: the current county of residence as
well as any additional names, and/or counties discovered on the Social Security Number
Trace.
 All counties of residence in the U.S.
 Seven year county criminal record search (provides convictions of felonies and
misdemeanors)
4. USA Patriot Act: OIG (Office of the Inspector General) List of Excluded Parties: List of
Excluded Individuals/Entities, General Services Administration (GSA) Excluded Parties
List, Office of Foreign Asset Control (OFAC), Specially Designated Nations (SDN) and
Designated Persons Lists (DPL)
5. GSA (General Services Administration) Cumulative Sanction Report: Excluded Parties
List Search (EPLS), Office of Foreign Asset Control (OFAC), Specially Designated
Nations (SDN) and Designated Persons Lists (DPL)
6. Nationwide Database & Sex Offender Reg.
7. Nationwide Healthcare Fraud & Abuse Reg.
Timeline for Completion of Background Check Requirement
Applicants who are offered admission are notified in the Offer of Admission Letter that a
background check is required prior to their eligibility to enroll at the University. In order for the
Office of the Vice President of Enrollment and Student Services (VP ESS) to make final
admission decisions and manage enrollment within a timely manner for incoming students with
alerts on the background check, the background check completion timeline for admitted
students will be as follows:
1. Students admitted more than 30 days prior to the program start date must initiate their
background check report no later than 15 working days from the offer of admission.
2. Students admitted 15 to 30 days prior to the program start date must initiate their
background check report no later than 7 working days from the offer of admission.
3. Students admitted 14 days or less prior to the program start date must initiate their
background check as soon as possible after receiving the offer of admission. These
incoming students will be monitored by VP ESS to assure their background check is
complete. The VP ESS will communicate with the academic program to notify them of
the status of these students’ background check completion.
The Program staff notifies any continuing student and the VP ESS when a clinical agency
requires a new background check.
Continuing students must initiate the background check within 5 days of being notified of the
requirement.
Background Check Status Notification Process and Student Consent to Release
Background Check Results
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1. The agency that conducts the background check transmits the results for each student
to the VP ESS.
2. The VP ESS reviews all background check Reports with alerts
3. The VP ESS notifies each student with an alert via USPS Certified Mail that includes the
following (See Student background check Letter Example: Nursing, attached)
a. The student may have difficulty being placed in clinical experiences;
b. The student may have difficulty qualifying for licensure and they are responsible for
contacting the applicable licensing board concerning any licensure or certification
issues;
c. The student has the right to dispute their report under Section 612 of the Federal
Fair Credit Reporting Act (FCRA), free of charge;
d. Recommends that the student complete the “Student Consent to Release of
Criminal Background Information (consent form) and informs the incoming student
who has access to the results of the background check and under what
circumstances.
Deferring or Rescinding an Offer of Admission Based on Background Check Results
Certain results on a background check may preclude a student from obtaining any clinical
placements, and thus that student cannot complete the degree requirements for graduation.
The VP ESS has the right to defer the offer of admission to a later term or to rescind the offer of
admission in these cases. Among the findings that may result in this action are:
 felony convictions
 misdemeanor convictions, probated sentences, or felony deferred adjudications
involving crimes against persons (including physical or sexual abuse)
 misdemeanor convictions related to moral turpitude (including prostitution, public
lewdness/exposure, theft, etc.)
 felony probated sentences or deferred adjudications for the sale, possession,
distribution, or transfer of narcotics or controlled substances
 registered sex offenders.
 Questionable record with the Calif. Dept. of Health
 Repeat misdemeanor offenses, depending on the offense
The academic program is notified as soon as possible when the VP ESS has made that
decision.
Academic Program Notification and Clinical Placements:
1. The student information system reflects the status of the background check completion.
Once completed, the system reflects if there were alerts/findings on the background
check and if the consent form is on file. The student information system also includes
which clinical agencies received the background check report and when they received it.
Certain designated personnel in the School, Department or Program may have access
to this portion of the student information system
2. The VP ESS notifies the academic program in writing via a copy of the certified letter
noted above that the student has an alert on the background check record.
3. An updated background check compliance status listing for each incoming cohort is sent
to the program managers no later than the first day of class.
4. It is the academic program’s responsibility to make a reasonable effort to arrange a
clinical experience that meets the program’s requirements for a student who has an alert
on the background check. If the program is unable to find a suitable clinical placement
or find other alternatives, the designated person in the program notifies the VP ESS.
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Record Confidentiality
Student background check report information is archived in a secure, third-party online
database and can be accessed, viewed, and retrieved as needed at any time by both the
individual student and the VP ESS.
All student background check reports are confidential and private. Only the student and
authorized personnel in the VP ESS have access to the background check report and
associated records, except the VP ESS may release a background check to a clinical agency if
the student’s consent form is on file. The VP ESS will only release the background check report
to the designated person at a clinical agency and only when that information is required for the
clinical placement .
The “Student Consent to Release of Criminal Background Information (consent form) is kept in
a secure location in the VP ESS.
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Student Consent to Release of Criminal Background Information
Samuel Merritt University requires students to participate in clinical experiences at health care
providers as part of its curriculum. Nearly all clinical agencies require that students at Samuel
Merritt University complete a background check prior to accepting students at the agency. By
signing below you are giving your consent for Samuel Merritt University to release your criminal
background results to health care agencies where you are assigned to have a clinical
experience upon the clinical agency’s request.
I CONSENT TO THE RELEASE OF MY BACKGROUND CHECK RESULTS TO CLINICAL
AGENCIES TO WHICH I AM ASSIGNED IN ORDER TO FACILITATE MY PLACEMENT AT
THAT LOCATION. I UNDERSTAND THAT:
1. This consent will remain effective until I rescind it in writing.
2. I understand that I am voluntarily giving this consent and that it is not required by law or
University policy to give this consent.
3. I understand that if there are convictions contained in my criminal background I may not
be placed into a clinical experience and without the completion of clinical experiences, I
cannot complete my educational coursework and graduate.
Student ID#: ___________________________
Name: __________________________________
Student Signature: ___________________________________________________
Date:
______________________________
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STUDENT BACKGROUND CHECK LETTER EXAMPLE; (Tailored to program)
Date
Student Smith
59 Miller Road
Deersberg, Mass. 02332
Dear Ms./Mr. Smith:
Samuel Merritt University requires that students complete a criminal background check
as part of our agreement with clinical agencies.
Your background check came back with a alert/finding that may impede your ability to
attend the clinical portions of your education, may impede your academic progress, or may
affect your standing with the University.
In order to provide accurate information to your clinical sites, we have sent you under
separate confidential cover the Student Consent to Release of Criminal Background
Information form to sign, complete and return to this office so that we can inform the agency
that you have an alert. Unless asked, we will not disclose specific information.
You are able to access, view and print a copy of your current, updated criminal
background report through your CertifiedProfile.com (powered by CertifiedBackground.com)
online account. You have the right to obtain, under Section 612 of the Federal Fair Credit
Reporting Act (FCRA), free of charge, a copy of a consumer report on you from
CertifiedBackground.com by making a request to their Student Support Line within sixty (60)
days of receiving this notice. You also have the right to dispute, under Section 611 of the
FCRA, with CertifiedBackground.com, the accuracy of completeness of any information
contained in a consumer report they furnish to you. Enclosed with this letter is a description of
your rights under the FCRA. The CertifiedBackground.com contact information is as follows:
Student Support Line: 888-666-7788, extension 1
Hours: M-Th 5am-5pm PST, Friday 5am-3pm PST, Sun 9am - 5pm PST
Email: customerservice@certifiedbackground.com
Since there is an alert listed as part of your background check, we may have difficulty
placing you in clinical rotations.
Separate from this process, when you apply for licensure, you will be required to
disclose information about your criminal background to the state licensing board for your
discipline, e.g. the California Board of Registered Nursing (BRN), when you apply for licensure.
This may cause your application for licensure to be referred to the BRN Enforcement Division.
Please visit this website for more information related to licensure:
http://www.rn.ca.gov/applicants/lic-faqs.shtml. The BRN will not review your information nor will
they advise you regarding approval to take the licensure examination prior to the time you
submit your application.
I encourage you to contact me to discuss the findings on your background check so that
you can understand the implications. Please contact me by email at XXXXXXXX or by
telephone at xxx-xxx-xxxx.
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May 21, 2015
Sincerely,
Vice President
Enrollment & Student Services
cc:
Registrar
{Specific Program Director/Chair}
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May 21, 2015
Background check letter requirement to students:
TO: (name)
SMU Student ID Number: (ID)
Academic Term Entering:
CONGRATULATIONS! on your acceptance to Samuel Merritt University.
**URGENT/TIMESENSITIVE**
In order for you to be eligible to enroll in courses and participate in clinical rotations you
are required to complete a criminal background check within _ days of receipt of this
letter.
Please follow the directions below to complete your criminal background and drug
screens.
 Go to the registration page to set up your certified profile account by clicking on the
following link:
https://www.certifiedbackground.com/cgibin/packageCode.pl?company_code=SK10




Under the ‘Student Information’ section, in the ‘Student I.D.’ field, be sure to key in your
full SMU student i.d. as it is listed on the your admission information (include the
letter ‘P’ followed by 9 digits ….EXAMPLE: P123456789).
Complete the registration process with your personal information.
Be sure to select the program/campus you are attending from the program drop down list.
Complete the payment process (cost is $42.75). Please have a credit card
(Visa/Mastercard/American Express/Discover) information ready in order to process
payment for your criminal and drug screen.
Results:
 When your report is completed you will be able to go online to your
Certifiedbackground.com account to access, view and print your results.
 The Office of the Vice President of Enrollment & Student Services automatically receives
and securely houses your confidential information.
Questions:
Student Support Line: 888-666-7788, extension 1
Hours: M-Th 5am-5pm PST, Friday 5am-3pm PST, Sun 9am - 5pm PST
Email: customerservice@certifiedbackground.com
Sincerely,
Kathie McWilliams
Office of the Vice President
Enrollment & Student Services
3100 Telegraph Ave., Suite 1000, Oakland, CA. 94609
Tel. 510.869.6715
Fax. 510.869.1518
Premier Health Sciences since 1909
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May 21, 2015
SAMPLE: OFFER OF ADMISSION LETTER
CONGRATULATIONS! on your acceptance to the {PROGRAM} at Samuel Merritt University.
At Samuel Merritt University we seek students who believe that the quality of health care
matters. Who also believe they can make a difference in the world around them by becoming
highly skilled, caring healthcare providers. The admission process has proven to be very
selective and you should be proud of your accomplishment in gaining admission.
In order for you to be eligible to enroll in courses, you must meet the following
requirements within the specified time frames.
Within ten days of receipt of this letter:
1.
Deposit:
Please log in to
https://smurf.samuelmerritt.edu/SelfService/Finances/FinanceHome.aspx to pay the
$350 non-refundable tuition deposit by credit card. Use your Samuel Merritt login to
access your account. If you do not already have a login, you will receive additional
instructions on how to access your account shortly.
Within {15/7/X} Days of Receipt of this letter:
3.
Criminal background check:
Initiate a background check by selecting this link:
https://www.certifiedbackground.com/cgibin/packageCode.pl?company_code=SK10bd
You are required to complete this background check to be eligible to enroll in
courses.
Call certifiedbackground.com customer service at 1.888.666.7788 with questions
about their background check requirements or other questions about the
background check process. Contact the University’s Department of Admission
regarding this requirement and your admission to the program.
4.
Drug screening:
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Your program requires a drug screen to be eligible to enroll in courses. The same
company that performs the background check, also performs the drug screen.
Please click on the following link to initiate your drug screen :
https://www.certifiedbackground.com/cgibin/packageCode.pl?company_code=SK10bd
Questions: Call Customer Service at 1.888.666.7788
30 Days before the start of classes:
5.
Health insurance:
All students are required to have medical insurance coverage 30 days before the
program start date. You can either enroll in one of Samuel Merritt University’s
(SMU) insurance plans or waive SMU insurance if you have a plan of your own.
You can find additional health insurance information including online insurance
enrollment and online insurance waiver at https://app.hsac.com/smu. If you have
not received a confirmation email within five days after your submission, please
contact our insurance consultant Trish Ivey at 888-978-8355.
6.
SMU Online Learning Course
Prior to the start of the program, you are required to complete an online learning
course through the SMU Canvas site. Access will be provided upon paying your
tuition deposit and will come from the information technology department.
http://www.samuelmerritt.edu/academic_technology/faculty_resources/canvas . For
help with your log-in information, please contact our helpdesk as 510-869-6836.
7.
CPR Certification:
Certification must be from the American Heart Association and be the Basic Life
Support BLS module (must include adult, infant and children). You may go to any
provider for these classes but the University has a partnership with HeartStart CPR
including discounted pricing.
8.
Required health forms:
Every student must complete the following link: Student Health Form that
specifically details your medical requirements. These documents should be
submitted to Student Health and Counseling Center as soon as possible, but no
later than 30 days before your program start date to avoid a registration hold. All
information must be submitted by uploading to Student Health System; fax to 510869-6212; postal mail or hand delivers to the Health and Counseling Center located
at 3100 Telegraph Avenue, Suite 3105, Oakland, CA 94609. If you are attending
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one of our Learning Centers, you may also scan and submit your documents at the
computer lab at your Leaning Center. Due to privacy best practices, unencrypted
email of documents is discouraged.
Course Registration:
Once the deposit has been received and processed, you will be contacted by Registrar’s office.
You will be eligible to enroll in courses when the deposit is received and documentation that you
have completed the background check, {drug screen}, and the required health forms.
Again, my warmest regards on your admission to Samuel Merritt University. I look forward to
personally welcoming you to the University.
Sincerely,
Timothy Cranford
Dean of Admissions
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