HIRE ME!
Student Life
Background Checking
Your Candidate
Changes in Policy and Procedures
Student Life Human Resources
backgroundcheck@studentlife.osu.edu
Program Requirements

Policy 4.15 requires background checks to be conducted on final candidates for
specified university positions. Departments may conduct background checks
on candidates for positions not mandated by Policy 4.15. In these cases, the
principles in this document must be used to establish department processes to
ensure consistent and fair practices.

Applies to faculty, staff, appointees, volunteers, applicants, third party staffing
vendors, graduate associates, and student employees.

Department background check processes must be applied objectively and
consistently within a department or division over time.
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Departments must fully document background check processes to ensure
consistent application. Documentation must include the business rationale for
conducting checks, particularly if the practice is not applied to all final
candidates within the department.

The types of background checks conducted must be relevant to the position
responsibilities.
Policy 4.15, Minimum Standards
Consumer Reports and/or
Investigative Consumer Reports
Policy 4.15, Minimum Standards
Consumer Reports and/or Investigative
Consumer Reports, cont.
Policy 4.15, Minimum Standards
Focal Points - Classification Review
(Policy 4.15 Minimum Standards, SL Risk & Emergency Management, SL Background Check Program Review – June 2007)
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High security/sensitive workers
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Care of children or minors, such as child care workers, camp counselors, etc.
Handling of financial matters; can be limited to those positions with approval authority
or access above a set dollar amount.
Direct access to or control over cash, checks, credit/debit card account information
Access to master keys of residences and areas requiring a high level of security, such as
those that store controlled substances or money, research facilities, etc.
Access to controlled substances.
Access to and use of firearms.
Care of patients in health care settings such as hospitals, dental clinics, vision clinics,
mental health facilities, etc.
Access to restricted levels of information technology systems or information.
Access to export-restricted information or materials by applicants for research faculty
and research scientist positions, who are not naturalized citizens or do not have
permanent resident status.
Agency temporary workers
Contractors/vendors/repair persons/delivery persons - (criteria: type/level of access)
13 Commandments
for Hiring Managers (HMs)
1.
2.
HM must include “Requires successful completion of background check(s)”
in the “Requirements” section of all position descriptions and employment
advertisements for applicable positions.
HM conducts education, employment history, license, and employment
reference checks before submitting materials for BC.
13 Commandments for HMs
3.
Transfer
Internal/External
Candidate
If candidate is a transfer
(internal or external), HM
contacts SL-HR Generalist
for personnel file.
•
HM should review all
information pertaining to
the prospective
employee’s work
performance
13 Commandments for HMs
5.
HM must notify candidate
that background check
results are subject to the
Ohio Public Records Act
(refer to Definitions).
Policy 4.15, Frequently Asked Questions
13 Commandments for HMs, cont.
6.
In interview, HM is required to ask about the nature and
circumstances of criminal convictions, if any are
disclosed. Discriminatory questions are prohibited.
Policy 4.15, Frequently Asked Questions
13 Commandments for HMs, cont.
7.
HM should ask the candidate if there are any criminal
convictions not listed on the application and discuss the
details with them.
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If a candidate indicates that a criminal record was
expunged, no further questions should be asked about
it, as expungements cannot be taken into account
regarding the candidate’s employment.
Policy 4.15, Frequently Asked Questions
13 Commandments for HMs, cont.
8.
All offers of employment, oral or
written, must include a statement as
follows: “This offer is contingent on
the university’s verification of
credentials and other information
required by law and/or university
policies, including but not limited to a
criminal background check.”
(Policy 4.15, Minimum Standards)
9.
HM obtains candidate signatures.
Adds title, posting, and authorization
data.
13 Commandments for HMs, cont.
10. Forwards completed documents to SL-HR Service Center.
13 Commandments for HMs, cont.
11. HM should advise final candidate that fingerprint customers must
present their Social Security card and one form of valid legal
state/federal identification (i.e. drivers license, state ID card, or
passport).
12. HM should inform Background Check Coordinator of any negative
info revealed in interview that the candidate discloses. (Policy
4.15, Minimum Standards)
13. Once the BC process has begun, the hiring manager must wait on
results before offering position to another candidate . (Policy 4.15,
Frequently Asked Questions)
SL-HR Responsibilities
BC Coordinator
SL-HR Service Center
slhr@studentlife.osu.edu
backgroundcheck@studentlife.osu.edu
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Reviews application materials
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Compiles consumer reports
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Coordinates with BCC to schedule
fingerprinting
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Analyzes the data
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Reports to the HM whether candidate
is clear to work or did not pass
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Sends to candidates evidencing
negative BC information:
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Fingerprint customers must
present their SS card and one
form of valid legal state/federal
identification (i.e. drivers license,
state ID card, passport).
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Summary of Rights under the FCRA,
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the results of checks performed by
third party vendors
Candidates have 5 business days to
contest and to submit documentation
to the BCC proving that the report is
in error.
Policy 4.15, Minimum Standards
Pre- and Post-Adverse Action Letters
RECORD RETENTION
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For candidates who are hired:
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Results must be retained until
reviewed by the BCC and a
decision of hire is made. Then
the BCC will destroy the results
to ensure confidentiality.
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BCC must retain only the
Background Check Disclosure,
Authorization, and Release Form.
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for the length of employment
plus three years,
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in a secured location (e.g. locked
file drawer)
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separate from the candidate’s
personnel file.
RECORD RETENTION, cont.
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For candidates who are not hired
due to information revealed in the
background check:
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BCC must retain both the results
and the Background Check
Disclosure, Authorization, and
Release Form
 for three years,
 in a secured location (e.g. locked
file drawer)
 separate from other documents
generated by the selection
process.
Fingerprinting Hardware/Software
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WebCheck is a secure, web-based application that allows authorized
citizens to use the Internet to submit fingerprint-based searches against a
State and FBI criminal record database on a fee-for-service basis.
How WebCheck Works
1. Data Entry: Swipe driver’s license or ID card to automatically extract
demographic information. Complete the entry of additional demographic data.
2. Capture Fingerprints: Capture left slap, right slap, and two thumbs
simultaneously in a three-step process.
3. Quality Check: Image quality check, automatic hand orientation verification
for proper fingerprint sequencing, and fingerprint segmentation.
4. Submit Transactions: Fingerprint images and demographics are encrypted and
submitted to the State AFIS and subsequently to the FBI AFIS (IAFIS).
5. Results Returned: A “No Record” status empowers the requestor to print a “No
Record” Letter. If a record is found the requestor will be notified that a printed
RAP sheet will be sent via US mail
Conviction Disclosure
Commencing July 1, 2011, employees of SL must inform the Director of
SL-HR (or designee) if they are convicted of any criminal offense
 within 3 business days of the conviction
 excludes non-criminal traffic infractions
 Director of SL-HR consults with employee’s Unit Director and Legal
Affairs, to determine relevancy of conviction
 Employee may be subject to reassignment, termination, or may be allowed
to resign
 Reporting of convictions is applicable to all employees, whether or not
their positions are/were subject to an original background check.
 Reporting requirement is effective for all criminal convictions occurring
after July 1, 2011