SAN FRANCISCO STATE UNIVERSITY

Transcription

1 SAN FRANCISCO STATE UNIVERSITY Background Check Program Human Resources September 2016

2 Agenda Purpose Individuals Impacted Sensitive Positions Background Check Requirements Criminal Records Check When Background Checks are not Required Limited Exceptions Hiring Department s Role Job Postings Accurate Background System Next Steps

3 Purpose The CSU system-wide Background Check Policy HR mandates background checks for a wide variety of employment situations, including many for which checks were not required previously. The policy was developed to provide directives and guidance on background checks, which are critical in preventing risk and providing protection to campus employees, students, volunteers, and guests. The policy was put into effect August 3, 2015.

4 Individuals Impacted New Hires Probationary Temporary Intermittent / Hourly Faculty Tenure Track Faculty Temporary At will - i.e. Manager (MPP) Emergency hire Casual Worker Special Consultant Independent Contractor Students (sensitive positions) Volunteer (sensitive positions)

5 Sensitive position What is a Sensitive Position? A sensitive position is designated by the CSU as requiring a heightened scrutiny of individuals holding the position, based on: potential for harm to children, concerns for the safety and security of the people, animals, or property heightened risk of financial loss to the CSU or individuals in the university community Whether a CSU position should be considered sensitive is determined by the duties and responsibilities of the position and not the job title or classification.

6 Sensitive positions (examples) Key Duties and Responsibilities Examples of Occupation/Position Responsible for the care, safety and security of people (including children and minors), animals, and CSU property Access to, or control over, cash, checks, credit card account, personal information Responsibility or access/possession of building master or sub master keys for building access Childcare services personnel Coaches Camp and Clinic Counselors and Coaches Counseling services Health Care services Public Safety services Recreation related services Health Care professionals Business and Accounting Managers and Staff Contracts and Procurement Manager and Staff Buyers, Controllers and Financial Managers Collections and Cashiers Administrative Managers Employees with access to Level 1 information (ex: social security number) Building Engineers Facilities personnel Locksmiths Maintenance personnel

7 Background Check Requirements The job offer must clearly state that the offer is contingent upon successful completion of the background check, and may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified information. Background Check Policy, HR : All background checks must be completed before the candidate can start working for San Francisco State University. Current employees moving into a new position must have a background check completed before starting in the new position.

8 Background Check Requirements Employment verification Accurate Background (background check vendor) Prior employment within the past 5 years Education verification Accurate Background (background check vendor) Educational requirements as appropriate to the position If the candidate state s/he has a degree and the results return that the employee does not have a degree, this will compromise his/her employment eligibility. Criminal records check Accurate Background (background check vendor) or Live Scan (if required) The CSU will not consider a conviction that occurred more than seven (7) years before the assessment

9 Background Check Requirements Reference checks SFSU Hiring Department Contact current and former employers to verify the candidate s work history and skills. The Reference Check form is available on HR website, Include the Reference Checks with the Recommendation form and submit to Human Resources, Attn: TMCS Business Partner

10 Criminal Record Check The Education Code requires the submission of fingerprints (Live Scan)* to the Department of Justice for any employee or volunteer who will have direct contact with minor children at a camp/clinic operated by the CSU or on CSU property and a sex offender registry check. Bargaining unit employees who have worked in the past or who are currently working with camps and/or clinics on the campus are subject to this requirement unless they have successfully completed a criminal records check and sexual offender registry check within the past twelve (12) months on the same campus. Campuses may not subscribe to subsequent criminal records updates. *LiveScan services are charged to the Hiring Department

11 When Background Checks are not required Current Employees Current employees of the CSU are exempt from the requirement for background checks, unless under voluntary consideration for a position in which a background check is required by law or for a position that has been designated as sensitive. Employees who are given the opportunity to be appointed to a sensitive position that requires a background check may decline the opportunity. Student Workers A student worker is exempt from the requirement for a background check, unless being considered for a position with duties that would require a background check if performed by a CSU employee, for a position that has been designated as sensitive, or for a position in which a background check is required by law.

12 When Background Checks are not required (continue) FERP Employees Participants who enter the Faculty Early Retirement Program are not subject to background check requirements for the duration of the FERP appointment, unless they are moved into a sensitive position that would otherwise require a background check. Employees Re-appointed to the Same Class & Campus within Twelve (12) Months Former employees who are re-appointed to the same CSU position at the same campus within twelve (12) months after the end of the previous appointment shall not be treated as a rehire as defined under Section III B ( Rehires ) of the policy and therefore will not be required to undergo a background check.

13 Limited Exception Limited exceptions may be made by the president or designee when University operations will be adversely affected, such as when it would not be possible to offer a class to students. The job offer: must be in writing, contingent upon completion of satisfactory background check can be rescinded if background check reveals disqualifying information can be rescinded if it was discovered that the candidate knowingly withheld or falsified information Such an exception will not be permitted where the position is one in which a background is required by law or is designated as a sensitive position.

14 Hiring Department s Role Provide names and who will access Accurate Background website Initiate background checks for the following positions: (Non Posted) Faculty EHIREs Casual workers Special Consultants Student employees (sensitive positions) Unit 11 (ISAs, GAs, & GTAs) Independent Contractors Volunteer (sensitive positions) Process: ** First, make a job offer. Second, inform candidate/employee of the background check; Third, initiate / submit a background check online form (Accurate Background)

15 Hiring Department s Role Job Postings All advertisements, notices, and postings for positions that require background check must also state: A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. ~ OR ~ This position requires the successful completion of a background check. Job postings shall also state that the position has been designated to be sensitive and identify if the position will have access to sensitive data.

16 HR Liaison Access

17 Accurate Background Type of Search (Order): Initiate a Background Check New Employee Employment Verification Education Verification National Criminal Record Database Search Student All new GA and GTA ISA, Work Study, Student Assistant (sensitive position) Employment Verification National Criminal Record Database Search Independent Contractor A La Carte (job responsibilities) Professional License Verification Motor Vehicle Report Credit Report

18 Accurate Background Step 4 ~or~ Student *Work Study, Student Assistant, Bridge Student Assistant (sensitive position) *Unit 11: ISA, GA, GTA ~or~ Independent Contractor Example: Faculty, College Name EHIRE, Department Name

19 Accurate Background Step 5 A la carte Confirmation Three (3) Notification Step 6 Log Off

20 Steps: (A) Log ~ Accurate Background Website *User ID and Password 1. Select >> Order 2. Select >> User Name 3. Select >> Candidate Request 4. Select Type of Search >> New Employee or Student or Independent Contractor (a) Enter Reference Number = Example Faculty, Department Name = Faculty, ITS EHIRE, Department Name = EHIRE or Casual Worker, ITS Special Consultant, Department Name = SC, ITS Student, Department Name = Student, ITS (b) *Enter First Name, Last Name (c) *Enter candidate / employee (d) *State = California (e) *Department >> ITS (f) *Select >> Unit = Human Resources 5. Select = Submit new request ~or~ Submit and add a la carte 6. Log off Accurate Background ground.com/ Quick Reference Guide

21 Notice to the Candidate / Employee Subject: San Francisco State University Screening Information Form

22 Background Check Status: Request Summary

23 Next Steps Provide names and who will access Accurate Background website Ability to submit and check what was submitted Access to Accurate Background will be provided from Accurate Background: UserID, Temporary Password (Create your own password) Submit Background check HR will contact HR Liaison if a candidate / employee have not responded to notifications Suggestion: create a new folder on your Background Check HR Web Page Launch September 30, 2016 Contact: Arlene Garcia, , agarcia@sfsu.edu askhr.sfsu.edu

24 THANK YOU Background Check Program