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HUMAN RESOURCES-EMPLOYMENT SERVICES BACKGROUND CHECK PROGRAM GUIDELINES

(also see Job Posting and Background Check Requirements Chart)

SAAO, Tenure and Non-Tenure Track Faculty, EPA Non-Faculty Administrative/Professional, Paid Visiting Faculty and Visiting Non-Faculty Administrative/Professional, Post-Docs, EPA Waiver Appointments, Visitors, Staff (SPA), Temporary, and Household Members 18 and Over Residing in University Controlled Housing

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."
  • Candidates may not commence work prior to completion of the background check. If an exception is needed, contact the Director of Employment Services.
Candidate
  • Accepts contingent offer.
Hiring Department
  • Completes top section of Background Check Disclosure & Release form.
  • Provides form to candidate (by e-mail, fax, US mail, or in person).
  • 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 the Background Check Program. If Rehire, department submits Verification of Prior Background Check form instead of Release form.
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
  • Sets start date with candidate if endorsed.
  • Notifies candidate that the offer cannot proceed if not endorsed. Starts new search.
  • Contacts Background Check Program Manager if considering employing a non-endorsed candidate within 48 hours of receiving the email.
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, the Background Check Program notifies Employee Relations to work with the hiring department on separation.
  • If current employee, the Background Check Program notifies Employee Relations to work with the employee's current department on disciplinary action up to and including dismissal.

VOLUNTEERS

Who What
Hiring Department
  • Completes top section of Background Check Disclosure & Release form.
  • Provides form to volunteer (by e-mail, fax, US mail, or in person).
  • Instructs volunteer to return form to Background Check Program by specific date.
  • Volunteer may not start activities or return to volunteer 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
  • Sets start date with volunteer if endorsed.
  • Notifies volunteer of falsification and inability to assign and start new search.
  • 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.

STUDENTS

NOTE on STUDENTS Does not apply to undergrad and grad students whose work is incident to their primary role as an NC State University student.

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.

HOUSEHOLD MEMBERS

NOTE on HOUSEHOLD MEMBERS Applies to household members, ages 18 and over, who live with an Uniersity employee in University-controlled housing (i.e. dormitory, research station housing, etc.) that is provided as a condition of the employee's job requirements for the benefit of the University. Such individuals are subject to satisfactory background checks as a requirement for residency.
Policy, Regulations and Rules, REG 05.55.8 http://policies.ncsu.edu/regulation/reg-05-55-08
Disclosure & Release Form http://www.ncsu.edu/hr/forms/employment/background/checkrelease.pdf
Verification of Prior Background Check http://www.ncsu.edu/hr/forms/employment/background/
VerificationPriortoCheck.pdf
Temporary Application http://www.ncsu.edu/hr/forms/employment/tempapp_noutsfil.pdf
Background Check FAQ http://www.ncsu.edu/hr/employment/pdf/background-check/bc_faq.pdf