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Recruitment and Selection: Background Checks

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Recruitment and Selection: Background Checks Business process guide Background check process ACD 126: Reference check and background verification Recruitment and selection: Background checks Definition: To require verification of the backgrounds of all finalists being hired Hiring process: As part of the hiring process, ASU requires disclosure of relevant employment, education and criminal history information. ASU will conduct a variety of checks to ensure the accuracy of the information provided and the eligibility of the final applicants for each open position. Standard pre-employment screening: The hiring authority or a designee shall check references and verify the educational credentials, employment histories and past performance of a finalist before a final offer of employment is extended. A criminal history check will be conducted to ascertain whether the finalist has a criminal conviction record that would indicate unsuitability for university employment. Need assistance? Anastasia Sholes 480-965-1274 HR Coordinator [email protected] Pamela Lee 480-965-9036 Background Check Specialist [email protected] Delicia Cabantoy 480-965-4115 HR Specialist Sr. [email protected] Dan Klug 480-965-9841 Director [email protected] Email [email protected] Forms cfo.asu.edu/hr-forms FAQs cfo.asu.edu/hr-backgroundfaqs HireRight price sheet www.asu.edu/hr/documents/hirerightpricing.pdf 1 ASU Office of Human Resources | Recruitment and Selection | 5/1/19 Business process guide Background check process Contents ACD 126: Reference check and background verification .................................................................................... 1 Background check processes ............................................................................................................................ 3 Submitted via IBM Kenexa BrassRing – domestic and international. .............................................................. 3 Background check results and resolving issues .............................................................................................. 3 Submitted via outside of Kenexa BrassRing - domestic and international ....................................................... 4 Process overview ........................................................................................................................................................... 4 BGC discrepancy process .............................................................................................................................. 4 BGC email notifications, manual process ........................................................................................................ 5 Billing ................................................................................................................................................................. 5 Records ............................................................................................................................................................. 5 Disposal of records ............................................................................................................................................ 6 Release of information ....................................................................................................................................... 6 Frequently asked questions ............................................................................................................................... 6 Policies and references ...................................................................................................................................... 6 HireRight pricing ................................................................................................................................................ 6 ASU Office of Human Resources | Recruitment and Selection 5/1/19 Page 2 Business process guide Background check process Background check processes Submitted via IBM Kenexa BrassRing – domestic and international All staff hires must complete a background check and some student hires. • If Background check is required, OHR will initiate the BGC required to BGC initiated. • Kenexa BrassRing will connect with our vendor, HireRight, and automatically send an email notification to the candidate with the link to the consent form. This email will explain the need for the ASU background check so that candidate knows the request is legitimate. • The email will have candidate username and password to electronically log into HireRight and complete the submission. Reminder: Have candidate check their spam or junk mail folder for HireRight email. • Candidate is responsible to complete and electronically submit the background check information to HireRight. Note: HireRight will process background check upon completion of consent and disclosure form by candidate. • Hiring department and OHR will receive email acknowledgement that BGC has been submitted and in process. If candidate has not completed the consent and disclosure form, hiring manager and candidate will receive a 48-hour email reminder. Background check results and resolving issues HireRight will process the background check - within 72 hours - and the clearance email will be sent to the Recruiter via email. 1. If the background check results are approved, the Recruiter will manually complete the Background Results Details form and automatic acknowledgment email will be sent to the hiring manager to move forward with the hire. 2. If there are any issues with the background check results, the recruiter will complete the adverse action procedure and contact the hiring manager with the final results. i. If issue resolved: Recruiter will change HR status to BGC meets policy and hiring manager may proceed with hire. ii. If issue not resolved: Recruiter will complete background check result form and change HR status to declined-BGC does not meet policy – Sent to OHR and hiring manager only. See BGC discrepancy process on the next page. ASU Office of Human Resources | Recruitment and Selection 5/1/19 Page 3 Business process guide Background check process Submitted via outside of Kenexa BrassRing - domestic and international All faculty hires - manual process, only with special permission from OHR • Department will complete OHR background check and fingerprint cover sheet and select appropriate BGC package. • Department will send completed background check and fingerprint cover sheet to OHR: eFax 480-993-006 | email [email protected] • The email will have candidate username and password to electronically log into HireRight and complete the submission. Reminder: Have candidate check their spam or junk mail folder for HireRight email. • Candidate is responsible to complete and electronically submit the background check information to HireRight. Note: HireRight will process background check upon completion of consent and disclosure form by candidate. • Hiring department and OHR will received email acknowledgement that BGC has been submitted and in process. If candidate has not completed the consent and disclosure form, hiring manager and candidate will receive a 48-hour email reminder. • OHR will process the background check for the following: If pass, OHR will send email confirmation to department to move forward with hire. If fail, OHR will contact department and complete adverse action procedure. See BGC discrepancy process see below. Note: Applicant should keep the Summary of Rights according to FCRA. Do not submit to OHR. For additional assistance please contact [email protected] Process overview BGC discrepancy process 1. When the HireRight notification is received for an individual indicating that HireRight has completed the screening report for applicant name, OHR should proceed to the information evaluation. 2. Information evaluation When considering whether or not to employ an individual with a criminal history, OHR will assess many factors during the background investigation review. • Accuracy of the information the individual provided on the employment application or in the recruitment process. • Date of the most recent offense. • Nature and number of convictions. • Relative threat to the security of ASU or its employees and students. • Relevance of a criminal conviction to the posted job duties. A finalist has a minimum of five days to refute, explain or correct the information. If there is no change in status within five days, the finalist will be withdrawn from the candidate list. If the finalist is a current employee, his or her suitability for continued employment will be evaluated. In some cases, presidential approval may be required before an offer of employment is extended. ASU Office of Human Resources | Recruitment and Selection 5/1/19 Page 4 Business process guide Background check process ASU may refuse to hire a finalist, may withdraw a conditional offer of employment to a finalist or may terminate an employee where the finalist has made a false representation of material fact or does not provide material factual information in the employment process. BGC email notifications - manual process OHR Recruitment and Selection will review results and send an email notification confirming results and, if required, any further action needed. Examples 1. The criminal background check on the above-referenced person has been returned as clear, to include the following: employment verification, education verification, professional references and MVR - whichever applied. No further action is required. 2. The criminal
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