The Criminal Background Check Process - PowerPoint Presentation

Slide1

The Criminal Background Check Process

HR Policy 1.3.5

Section III.B

Criminal history background checks must be performed on all Hourly Student Employees in security-sensitive positions. Slide2

Does my Student A

ssistant have to do a background check?Slide3

Definition of Security Sensitive Position

Any

position in which the employee handles

currency

H

as access to a computer terminal Has access to a master keyWorks in the vicinity of minorsWorks in an area of the institution which has been designated as a security-sensitive area. All areas of the institution are considered security-sensitive areas for purposes of this policy.

Policy 1.2.18

Are they in a security sensitive position? YESSlide4

Due to Department of Public Safety privacy regulations we cannot release information to a new department manager or supervisor regarding the existence of a previous background check.

Please don’t call and ask, we can’t tell you.

All

“new hire”

positions require a Texas DPS Criminal History Check Authorization form be submitted to the Career Center. Authorization form will serve as permission to release information if a background check has already been completed

Authorization form will allow the CHC to be completed if one has not been done previously

What if they already had a job on campus? ProbablySlide5

What about Student Assistants who already work for me? No…unless…

You do not need to do a background check for current student assistants.

You do not need to do a background check for ePAR submissions submitted as an “Employee Change Within the Department”

You

DO

need to do a background check for all student assistants that require a “new hire” status on their ePAR, even if they already work in the department. (Before you complete a new hire make sure you can’t do a change ePAR instead.)Slide6

What if the position requires a background check through Risk Management? No

(if you have documentation)

Some positions involving young children require a more extensive, state mandated, background check which is completed through UNT’s Risk Management office

The Career Center will accept Risk Management’s background check,

simply attach confirmation of the authorization to work to the ePAR.

We cannot approve the ePAR without confirmation the CHC is complete.Slide7

When does a new hire need to do the background check?

Once you decide you want to hire the student have them complete the CHC form

The student cannot start working until AFTER you have received notification that their CHC is complete and they are authorized to work

Policy section B.4Slide8

The FormSlide9

Additional Info We Need

Please add at top:

Student Birthdate (MM/DD/YR)

UNT Student ID #

Hiring

DepartmentJob they are being hired for (Job ID)

Name of person in department to notify when CHC is complete (supervisor or admin)Slide10

DPS Requirements

We must have the original form with a “wet signature”

No scans or faxed forms accepted as they do not meet DPS signature requirements

Name and birthdate check only

Accuracy is critical. If we can’t clearly read the students name we will return the form to your office to be redone. Slide11

Adverse Reports

The Career Center will determine if a student with an adverse report is eligible to hire based on several criteria

Policy section B.2.i-vi

Career Center will notify you by email if the student is authorized to hire or is not authorized to hire

Students with adverse reports who wish to dispute the accuracy of a finding may visit the Career Center for instruction on how to complete a finger print based search with the DPSSlide12

ePAR

Do not submit an ePAR until you have received an email authorizing the student to begin working.

Any ePAR submitted prior to the completion of the background check will be denied. Slide13

Links

http://

studentaffairs.unt.edu/sites/default/files/dps_cch_updated.pdf

http

://

policy.unt.edu/sites/default/files/untpolicy/1.3.5_Employment_of_Students_for_Hourly_Positions_April2016.pdf https://policy.unt.edu/policydesc/criminal-history-background-checks-applicants-general-student-employment-1-2-18