Applicant Screening

Last Updated 01/03
Applies to Administrators and Staff
Related Policies:

Policy

The University conducts various background checks on applicants for employment to ensure that individuals who join the University workforce are qualified, have potential to be productive and successful, and have honestly presented their qualifications on the Employment Application. Because of the legal implications of these processes, the Office of Human Resources coordinates the collection of all such information. All offers of employment are made contingent upon the successful completion of all applicable background checks. This process normally takes approximately four business days to complete from the date the checks or screenings are performed.

Procedures

Criminal Records Verification

The Office of Human Resources Employment Services verifies the criminal record information provided on the Employment Application for individuals to whom offers of employment are made. A basic verification includes a felony and misdemeanor conviction records check in the applicant's county of residence. A more extensive background/records check may be conducted based on the requirements of a specific position.

Process

  • Hiring departments should contact Employment Services after the employment decision has been made to initiate appropriate background checks and screenings.
  • Before criminal records verification can be obtained, an Employment Application and Fair Credit Reporting Act (FCRA) waiver must be signed by the applicant and on file with the Office of Human Resources.
  • Criminal record check results are usually received 2-4 working days following the initiation of the check by Employment Services.
  • Once received, a representative of Employment Services will provide notification to the hiring manager of employment eligibility based on the criminal record result.

Cost

The cost of the criminal record verification is the responsibility of the hiring department, and the appropriate department account will be charged accordingly. The standard cost per county check is approximately $20.00.

Pre-Employment Drug Testing

All offers of regular, part-time and full-time employment are contingent upon satisfactory results of a drug test. Administrators and Staff hired for regular positions are required to successfully complete a drug test prior to beginning employment.

Process

  • The hiring department should contact Employment Services after the employment decision has been made to coordinate a pre-employment drug test. The University utilizes an off-campus testing clinic for all pre-employment drug tests. Employment Services will provide the hiring manager or the candidate with information on the clinic location and will provide the clinic with the necessary authorization for testing.
  • Before the pre-employment drug test can be conducted, an Employment Application must be signed by the applicant and on file with the Office of Human Resources.
  • Drug test results are usually received 3-4 working days after the date of the test.
  • Upon receiving the results, a representative of Employment Services will notify the hiring manager of employment eligibility based on the drug test result.

Cost

The cost of the pre-employment drug test is the responsibility of the hiring department and the appropriate department account will be charged. The approximate standard cost of this test is $45.00.

Pre-Employment Physical Examinations

The University does not generally require pre-employment physical examinations as a condition of employment. However, the University reserves the right to require post-offer, pre-employment physical exams in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires.

Process

Departments should contact Employment Services, 100 Grace Hall, for assistance in such cases. The University reserves the right to select the examining physician.

Cost

Any physical examination required as a condition of employment will be at the expense of the hiring department and will be charged to the appropriate departmental budget.

Reference Checks

Process

Hiring managers are encouraged to contact personal and previous employer references. Employment Services is available to provide guidance to hiring managers on obtaining references. When considering a current University employee as a final candidate for a campus position, the hiring manager should advise the employee prior to contacting the candidate's supervisor to obtain information regarding the employee's work performance. Hiring managers are also encouraged to contact the Office of Human Resources for the purpose of obtaining information regarding the employee's performance record as contained in the personnel file. This information may be reviewed with a representative from the Office of Human Resources upon request.

Sexual Offender Registry

Process

The University conducts a review of the Indiana Sex Offender Registry for all new employees. Hiring departments should contact Employment Services, 100 Grace Hall, after the employment decision has been made to initiate this verification.

Cost

There is no cost associated with this check.