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Background Check Guidelines

HUMAN RESOURCES-EMPLOYMENT SERVICES
BACKGROUND CHECK PROGRAM GUIDELINES
January 9, 2009

 

Regular Faculty, Special Faculty, EPA Non-Faculty Professionals, Post-Docs, EPA Time Limited, EPA Waiver Appointments, SPA and Temporary

Who What
Hiring Department
  • Makes contingent offer to finalist candidate that states "This offer is contingent upon the successful completion of a Background Check and education verification conducted by Human Resources."

    Note: If the candidate is not a current NC State University employee and their highest degree is from an institution outside the United States, they should contact World Education Services at www.wes.org to request a degree equivalency/verification and include the Employer ID # 132829 when submitting the request.
  • Candidates may not commence work prior to completion of the background check.If an exception is needed, contact Background Check Program Manager.
Candidate
  • Accepts contingent offer.
  • If the candidate is not a current NC State University employee and their highest degree is from an institution outside the United States, they should contact World Education Services at www.wes.org to request a degree equivalency/verification and include the Employer ID # 132829 when submitting the request.
Hiring Department 
  • Completes top section of Background Check Disclosure & Release form.
  • Provides form to candidate (by e-mail, fax, US mail, or pick-up by candidate).
  • Instructs candidate to return form to Background Check Program by the specified date.
  • Sends either Application, CV, or Resume for jobs not posted in People Admin to Background Check Program.
Candidate
  • Completes Background Check Disclosure and Release form.
  • Returns form to Background Check Program (by e-mail, fax, US mail, or drop off at Human Resources).
  • Notifies hiring department that form has been submitted to Background Check Program, so department knows the status.
Background Check Program
  • Requests appropriate background checks from vendor.
Background Check Vendor
  • Conducts checks and provides results to Background Check Program.
Background Check Program
  • Reviews Disclosure & Release Form, results from vendor, and Application/CV/Resume. Sends e-mail to hiring department stating one of the following:
    1. Employment endorsed.
    2. Candidate disqualification based on falsification.
    3. Non-endorsement of candidate based on the background check results as they relate to the position.
Hiring Department
  1. Sets start date with candidate if endorsed.
  2. Notifies candidate of falsification and start new search.
  3. Contacts Background Check Program Manager if interested in employing a non-endorsed candidate within 48 hours of receiving the email or contact candidate of non-endorsement and start new search.
Background Check Program
  • If individual is disqualified based on falsification or non-endorsement, notifies candidate via letter which informs the candidate of their rights under the Fair Credit Reporting Act (FCRA).
  • If exception was granted to allow the candidate to start work, Background Check Program notifies Employee Relations to work with the hiring department on separation.
  • If current employee, Background Check Program notifies Employee Relations to work with the employee's current department on disciplinary action up to and including dismissal.

VOLUNTEER
Who What
Hiring Department
  • Completes top section of Background Check Disclosure & Release form.
  • Provides form to volunteer (by e-mail, fax, US mail, or pick-up by candidate).
  • Instructs volunteer to return form to Background Check Program by specific date.
  • Volunteer may not start activities prior to completion of the background check. If an exception is needed, contact Background Check Program Manager.
Volunteer
  • Completes Background Check Disclosure and Release form.
  • Returns form to Background Check Program (by e-mail, fax, US mail, or drop off at Human Resources)
  • Notifies department that form has been submitted to HR, so department knows the status
Background Check Program
  • Requests appropriate background checks from vendor.
Background Check Vendor
  • Conducts checks and provides results to Background Check Program.
Background Check Program
  • Reviews Disclosure & Release Form and results from vendor. Sends e-mail to hiring department stating one of the following:
    1. Volunteer endorsed.
    2. Volunteer disqualification based on falsification.
    3. Non-endorsement based on the background check results as they relate to the position.
Hiring Department
  1. Sets start date with volunteer if endorsed.
  2. Notifies volunteer of falsification and start new search.
  3. Contacts Background Check Program Manager if interested in still using a non-endorsed volunteer within 48 hours of receiving the email or contact volunteer of non-endorsement and start new search.
Background Check Program
  • If individual is disqualified based on falsification or non-endorsement, notifies volunteer via letter which informs the candidate of their rights under the Fair Credit Reporting Act (FCRA).
  • If exception was granted to allow the volunteer to start, volunteer will immediately be removed from role.
  Does not apply to undergrad and grad students whose work is incident to their primary role as an NC State University student.
NOTE on STUDENTS Does apply to individuals whose primary role with NC State University would be characterized as an "employee" rather than primarily as a student, whether working as a temporary or regular employee.
  Does apply to individuals who are students at institutions other than NC State University, whether working as a temporary or regular employee.
   
Policy, Regulations
and Rules, REG 05.55.8 		Click to Open
Disclosure & Release Form Click to Open
Disclosure & Release Form Continuation Sheet Click to Open
Temporary Application Click to Open

 

Last Edited: February 8th, 2012