3.16 Pre-Employment Screening

Purpose

To establish policy on pre-employment screening for any individual applying to work as a full-time, part-time or adjunct employee of Rochester University. This policy also applies to individuals in volunteer capacities that have significant interaction or contact with students and employees, as identified by RC Administration. This policy does not apply to student workers.

It is important that the College’s academic, service, and research missions are supported by qualified employees, in a safe and secure environment for all College constituents, including students, visitors and employees. It is also important that Rochester University take meaningful actions to protect its funds, property and other assets.
This policy is intended to support the verification of credentials, criminal history, and other information related to employment decisions that assist the College in meeting its commitments.

Scope

External candidates for employment in regular and temporary staff, faculty and adjunct faculty positions at Rochester University (RC). (External candidates are defined as candidates for RC positions who are not presently employed at RC.)

Policy

It is the policy of Rochester University that all external candidates for employment in staff (regular and temporary), faculty and adjunct faculty positions have certain credentials, criminal and other background information verified as a condition of employment.

Definitions

Criminal history check - means verifying that the selected candidate does not have any undisclosed criminal history in every jurisdiction where the candidate currently resides or has resided or has been employed.
Educational verification - means ensuring that the selected candidate possesses all education credentials beyond high school listed on the application, resume or cover letter or otherwise cited by the candidate that qualify the individual for the position sought.
Employment verification - means ensuring that the selected candidate actually worked in the positions listed on the application, resume, or cover letter or otherwise cited by the candidate that qualify the individual for the position sought. This verification should include dates of employment and verification of last position held.
License verification - means ensuring that the selected candidate possesses all the licenses listed on the application, resume, or cover letter or otherwise cited by the candidate that qualify the individual for the position sought and verification of any license required for the position, including verification of the status of such licenses. This includes any motor vehicle drivers licenses required for the associated position.
Sex offender registry check - means verifying that the selected candidate does not have undisclosed convictions of sex crimes in every jurisdiction where the candidate currently resides, has resided or has been employed.

Process

External Candidates for Non-Healthcare positions

All external candidates for non-healthcare shall have the following background checks completed as a condition of employment with Rochester University:

Social Security Verification
Past Address History
Criminal History Check
Sex Offender Registry Check

Other checks may be completed based on the nature of the position.

It is prudent to also verify education and employment information which uniquely qualifies candidates for the position. In addition, it is strongly recommended that reference checks be completed prior to making the hiring decision.

External Candidates for Healthcare positions

All external candidates for healthcare positions shall have the following background checks completed as a condition of employment with Rochester University:

Social Security Verification
Past Address History
Criminal History Check
Sex Offender Registry Check
License and Certificate Verification

Other checks may be completed based on the nature of the position.

Human Resources or Hiring Department Responsibilities

All offers of employment, oral or written, shall include the following statement: “This offer is contingent upon the College’s verification of credentials and other information required by state law and RC policies, including the completion of a criminal history check.”
It is strongly recommended that employment verification be completed prior to making an offer of employment to any individual. Human Resources is available to assist with this process.
Human Resources will obtain official transcripts for all faculty and adjunct faculty positions. It is strongly recommended that educational verifications be completed prior to making an offer of employment for staff positions. Human Resources is available to assist with this process.
Criminal history check and sex offender registry checks shall be initiated by Human Resources. The individual shall complete a release form containing Legal Name, Address, Social Security Number and Date of Birth. This information is provided to a third-party which the College has contracted with for associated services.
If the criminal history check indicates there are no convictions, the third party vendor shall inform Human Resources who in turn shall inform the hiring department that the candidate is viable for employment. Human Resources will inform the candidate and finalize the offer.
If the criminal history check indicates there are convictions, the third party vendor shall inform Human Resources. Human Resources shall provide a copy of the report to the individual as required by the Fair Credit Reporting Act (FCRA).
If the criminal history check reveals convictions which the individual disclosed in the application, Human Resources shall review the report and shall evaluate each conviction, including any additional information that the individual provides, before the offer of employment is confirmed or withdrawn. The existence of a conviction does not automatically disqualify an individual from employment. Relevant considerations may include, but are not limited to, the nature and number of convictions, their dates, and the relatedness the conviction(s) has to the duties and responsibilities of the position. Any decision to accept or reject an individual with a conviction is solely at the discretion of Rochester University.
If unreported felony convictions are discovered in the criminal history check, the offer of employment shall be withdrawn and, if employed, the individual shall be terminated from employment, unless the individual proves that the report is in error. The decision to reject or terminate an individual with an unreported conviction is solely at the discretion of Rochester University.
In the event the results of the background check influence a decision to withdraw an employment offer or terminate employment, Human Resources or designated administrative unit shall inform the hiring department and the individual as required by FCRA.
For all employment, education, and license checks/verifications required, Human Resources shall maintain records indicating the item checked/verified, the name of the department personnel completing the check/verification, the date of the check/verification, and the status of the check/verification. These records shall be retained in the personnel file for the associated employee.

Violations of College policies, including providing false or misleading information used for any of the above background checks, shall be handled in accordance with applicable College policies and procedures, which may include corrective action up to and including termination from the College; or termination of the ability to apply for positions at Rochester University. Decisions regarding the withdrawal of an employment offer for staff positions as a result of a background check may be appealed to Human Resources and the Vice President for Finance and Operations for review. Decisions regarding the withdrawal of an employment offer for faculty positions as a result of a background check may be appealed to Human Resources, Provost and Dean for review.

Up one level

Chapter 3: Employment