Pre-Employment Requirements
Prospective employees are required to complete certain pre-employment checks prior to employment with the University of Notre Dame. The hiring manager, in coordination with Human Resources, will initiate the appropriate checks with prospective employees after the employment decision is made and the offer is tendered. Employment with the University is contingent upon satisfactory results.
Below is an overview of each pre-employment check as supported by the University.
Reference Checks
Hiring managers are encouraged to conduct personal and professional reference checks on all final candidates. Upon request, Human Resources will assist hiring managers in this process. Human Resources will complete a Reference Check Form on each final candidate in an effort to document important information and to assist the hiring manager in making a final decision. Human Resources recommends the use of this form by all hiring managers.
When University employees (internal candidates) are being considered as finalists, the hiring manager should advise the candidate prior to contacting his/her supervisor. Hiring managers should also contact a Human Resources representative to obtain information regarding the employee's performance as contained in their personnel file. This information may be viewed upon request with a representative from the Office of Human Resources present.
Criminal Records Verification
Human Resources will verify the criminal record information provided on the Application for Employment for all individuals to whom employment offers made. This verification includes a felony and misdemeanor conviction check in the applicant's county of residence. The cost of the verification is approximately $19 per check and is the responsibility of the hiring department. Human Resources will charge this amount to the corresponding FOAPAL unless informed otherwise by the hiring manager.
To initiate the verification process, the hiring manager must contact Human Resources after the employment decision is made and the offer is tendered. Human Resources will ensure that an Application of Employment is on file and signed by the applicant before proceeding with the process. The results of the verification take approximately 2-4 working days following the date of submission. Once received, a Human Resources representative will notify the hiring manager of employment eligibility based on the results. Employment is contingent upon satisfactory results.
Pre-Employment Drug Testing
Human Resources will coordinate a pre-employment drug test for individuals being considered for regular, part-time and full-time positions with the University. The cost of the pre-employment drug test is approximately $45 per test and is the responsibility of the hiring department. RES will charge this amount to the corresponding FOAPAL unless informed otherwise by the hiring manager.
To initiate the drug test, the hiring manager must contact Human Resources after the employment decision is made and the offer is tendered. Human Resources will ensure that an Application of Employment is on file and signed by the applicant before proceeding with the process. Human Resources will provide the hiring manager and/or candidate with the name and location of the testing facility and will contact the clinic to authorize the test. The test results take approximately 3-4 working days following the date of the test. Once the test results are received, a Human Resources representative will notify the hiring manager of employment eligibility based on the results. Employment is contingent upon satisfactory results.
Sexual Offender Registry
Indiana law requires that all prospective employees who will be in contact with youth under the age of 18 be checked against the Sex Offender Registry maintained by the State of Indiana. Human Resources will conduct the check in cooperation with the hiring department. There is no cost associated with this verification.
To initiate the check, the hiring manager must contact Recruiting and Employment Services after the employment decision is made and the offer is tendered. A Human Resources representative will notify the hiring manager of employment eligibility based on the results. Employment is contingent upon satisfactory results.
Pre-Employment Physical Examination
The University does not generally require a pre-employment physical examination as a condition of employment; however, the University reserves the right to require post-offer (exams performed prior to the first day of work) physical examinations for positions where the nature of the work renders it appropriate by Federal law or regulation. All expenses associated with the examination is the responsibility of the hiring department. Human Resources will charge the amount to the corresponding FOAPAL unless informed otherwise by the hiring manager.
To initiate the exam, the hiring manager must contact Human Resources once the employment decision is made and the need for an exam is determined. Recruiting and Employment Services will coordinate any physical examination required as a condition of employment and will arrange the exam with a physician selected by the University. Once the exam is complete, an RES representative will notify the hiring manager of the results.
