Text Regarding Pre-Employment Background Checks for Email to Prospective Postdoctoral Fellows

Text regarding pre-employment background checks for email to Prospective Postdoctoral Fellows

Dear _,

Pursuant to Vanderbilt University policy, all persons who have accepted an offer of employment to be appointed as a postdoctoral scholar must undergo a pre-employment background check. This background check is initiated on a secure website where you will submit your name, social security number, and any information on criminal convictions. If the background check returns no finding of potential concern, you will be notified by the Dean's office by e-mail, usually within 1-2 weeks of your submitting the required information. If the background check returns findings of potential concern, you will be contacted to help ascertain the accuracy and circumstances of the finding. Please be assured that under Vanderbilt University Policy only a limited number of individuals from Vanderbilt's senior administration may see any such information and are authorized to consider it in making recommendations about your eligibility for employment.

Please submit your background check information by using the link below. This link works best with Windows compatible computers (PC) running Internet Explorer 11. Those using other internet browsers may experience difficulty accessing the application since it runs JAVA script.

https://v3.vpassure.com/pub/schoolcheck_selectschool.html.vanderbilt

Enter the Company Code: 82639

When you are asked whether you have any criminal convictions, please respond Y (yes) or N (no). If you have ever been convicted of, or pled guilty or no contest to a felony or misdemeanor crime, or have had any misdemeanor conviction for which you received probation with dismissal of the case by the Court, you must indicate a Y (yes) response. Convictions such as DUI, possession of illicit substances, and even citations for open containers apply here and require a Y (yes) response. It is important that you are honest in your responses.

You will be asked by the web-based application to sign electronically a release. To do so, click on the PDF release form icon at the top left on the web page and read the release. Click inside the signature box and electronically sign your name. You may then print a copy of your signed release form for your records.

If you need to exit the system, your information will be saved until you return to complete the form. Upon completing the online form, you will be asked to submit it for processing. Please note that background checks may take at least five (5) business days to process. If you have lived in multiple states or overseas then it may take longer. If additional information is required to complete your background investigation, you will be contacted. For technical questions, please contact the Vanderbilt Background Check Office in Human Resources at 615-936-6381 or [email protected].

For general questions, prospective faculty members should refer to the following Background Check FAQs or contact the Chair of the hiring department. Vanderbilt University Background Check Policy – Frequently Asked Questions (FAQs)

Q: Who must complete a background check? A: All candidates who are offered a postdoctoral fellow position, Research or Trainee, at Vanderbilt University

Q: When does the background check take place? A: The background check takes place post-offer, pre-employment of the initial appointment year.

Q: Who conducts the background check? A: Vanderbilt University has contracted with a third-party agency, Verified Person Inc. to conduct all background checks.

Q: Is Verified Person's background check system compatible will all computers? A: Verified Person's background check system works best with Windows compatible computers (PC) running Internet Explorer 9 or greater. Those using other internet browsers may experience difficulty accessing the application since it runs JAVA script. If you experience issues with accessing the system, please contact the background check coordinator (Vanderbilt Human Resources) at 615-936- 6381, [email protected].

Q: What steps must the candidate take to complete the background check, and what sort of information will the candidate need to provide for the background check? A: The candidate must complete the online form in its entirety and execute a signed consent and disclosure form with Verified Person. As part of the form, the candidate must provide his or her first and last names; current address with city, state, and zip code; date of birth; social security number; telephone number; and whether the candidate has any criminal convictions.

Q: What does the background check include? A: The background check includes: address verification; social security number check; degree verification; a county, statewide and federal criminal records search; search of sex offender registries; and examination of state and federal debarment list. A more comprehensive background check may be required pursuant to a University administrative decision, local, state or federal law, or for certain sensitive positions.

Q: How does the university protect an individual's right to privacy? A: Vanderbilt University follows state and federal laws that ensure a candidate's right to privacy, which prohibits employees and others from using or disclosing personal information except within the scope of their assigned duties.

Q: Does a candidate have to give permission or consent for a check to be conducted? A: Yes. If a candidate does not give permission or neglects to give all of the information required to process a background investigation, the check will not be conducted. A person who does not give permission or does not provide all of the information needed cannot be employed.

Q: If a candidate has adverse information reported in the background check, is that individual automatically disqualified? A: No. Adverse information is not an automatic bar to employment. Vanderbilt will consider the passage of time and the severity, frequency, and nature of a conviction, as well as its relationship to the position in question. Other factors may include the candidate's full disclosure of the conviction during the application process (e.g., application, interview). If the background check reveals information that affects the University's decision, the candidate will be provided an opportunity to see the findings and provide an explanation. The candidate may obtain a copy of the background check results by contacting Verified Persons directly.

Q: How long does it take to get the results of a background check? A: Background checks may take 1-2 weeks to process. Additional time is needed if the candidate has lived overseas or in multiple states. If further information is required to complete your background investigation, you will be contacted.

Q: Since degree verification may take several weeks, may a postdoctoral scholar begin work once the remaining portions of the background check have been affirmed? A: Yes, at the discretion of the appropriate Dean. Should the degree verification process find that the postdoc has misrepresented or failed to provide accurate details regarding previous educational experiences, the postdoc may have the conditional offer of employment withdrawn, may not be reappointed, and1or may be subject to disciplinary action pursuant to departmental and school policies

Q: Does a previous criminal conviction automatically eliminate a final candidate from consideration from employment, or in the case when a candidate has begun work, does it mean automatic dismissal? A: No. If adverse information or a discrepancy is reported, further review will be conducted. For University Central postdocs, the Vice Provost for Research and the appropriate Dean will review background check results. The Office of the General Counsel and/or Vanderbilt University Police Department will provide advice and consultation as requested.

Q: Is a background check required for a postdoctoral scholar who left Vanderbilt but returns to work here at a later date? A: If the postdoctoral scholar has been separated from Vanderbilt for more than 30 days, Vanderbilt requires a background check of the person.

Q: Do candidates have the right to receive a copy of their background check? A: Candidates are given this right under the Fair Credit Reporting Act (FCRA)to receive a copy, the candidate will need to request one from Verified Person. The candidate may contact Verified Person by phone at 866-380-6100 or by mail at Verified Person Inc., 22 North Front Street Suite 300, Memphis, TN 38103.

Q: Who may candidates contact if they have additional questions about the background check process? A: Candidates should contact the background check coordinator (Vanderbilt Human Resources) at 615- 936-6381, [email protected] .