Criminal Background Checks for
Non-competitive Hires, Transfers and Reassignments and
Student Employees and Volunteers

Non-Competitive Hires

In order to ensure employment practices at the University are consistent, fair and aligned with pre-employment screening requirements, all non-competitive positions must be posted in the University’s Career Track applicant system.

Procedures

  1. After the non-competitive position is posted, the department will receive an email message containing the internet link to the assigned job posting.


  2. The department shall forward the email with the address and link to the selected finalist so that the finalist can complete the on-line application, which includes the required response to the felony conviction question.


  3. After the finalist has completed the application, the department shall change the status of the finalist to “Offer Accepted – Initiate Criminal Background Check. “ This will generate a notification to Human Resources to conduct a criminal background and Department of Motor Vehicle (DMV) check.


  4. Depending on whether or not the position requires a name-based or fingerprint-based check, Human Resources will notify the finalist as to the next steps for completing the criminal background check.


  5. Human Resources will receive the results of the criminal background and DMV records check and will notify the department representative if the individual is eligible for hire.


  6. If relevant adverse information is confirmed, Human Resources will contact the dean, director or department head to determine if adverse information will disqualify the finalist from further consideration. Human Resources will also notify the finalist of their right to review the report information and submit an appeal as provided under the Fair Credit Reporting Act.


Transfers, Reclassifications and Reassignments

An employee who accepts a new or additional position in another department is subject to a criminal background check equivalent to the requirements of the new position.

An employee who accepts a promotion, new assignment, or reclassification in their home department is subject to a criminal background check equivalent to the requirements of the new position unless an equivalent criminal background check was conducted at the time of hire or as a result of a prior reclassification, promotion or reassignment action within the same department.

An employee who performs security- or safety-sensitive duties as a result of the addition of new job responsibilities, shall be subject to a fingerprint-based criminal check unless the employee previously underwent a fingerprint-based criminal background check in the same department.


Student Employees, Graduate Assistants, Volunteers, Affiliates and Associates

Individuals such as regular and graduate student employees, affiliates, associates and volunteers are not subject to a criminal background check unless they are performing in security- or safety-sensitive positions or work in a security- or safety-sensitive department.

Department representatives should work with the hiring authority to determine when student employees, volunteers and unpaid employees are performing security- or safety-sensitive duties such as those involving unsupervised contact with minors.

Procedures

  1. To request a fingerprint-based criminal check for security- or safety-sensitive positions that are not maintained in the Career Track system, submit an on-line “Request Criminal Background Check Form” to Human Resources.

    Note: Access to the on-line background check request form is currently limited to departmental representatives with access to similar secure sites such as the FML calculator. Contact Human Resources 626-0715 to request access.


  2. Human Resources will forward a fingerprint packet to the candidate that includes the consent and disclosure form, a fingerprint instruction sheet, a fingerprint card, and a Human Resources self-addressed envelope. The instructions direct the finalist to hand-carry or mail the consent form and fingerprint card to Human Resources. The finalist may also come in person to Human Resources at the University Services Building, Room 114, to pick up their fingerprint packet if Human Resources is notified in advance.


  3. Upon receipt of the fingerprint card and consent form, Human Resources shall forward the finalist’s fingerprint card and accompanying documents to the Arizona Department of Public Service (DPS) and will submit a separate request for a Department of Motor Vehicle (DMV) check with the approved vendor or the UA Department of the department of Risk Management and Safety.


  4. Human Resources will receive the results of the criminal background and DMV records check and will notify the department when the individual is eligible for hire.


  5. Human Resources will contact the appropriate hiring authority if any adverse information uncovered might preclude the student, volunteer, affiliate or associate from performing duties on behalf of the institution.
August 1, 2006