Policies

central home / Policies / Employee Policies / Background Checks

Background Checks

Overview

It is the practice of Central College to run a background check on all faculty and staff post-offer and pre-employment to ensure the safety and security of our campus. Additional background checks will be completed periodically on current faculty and staff for the same purpose. Individuals who volunteer will also be required to have a background check completed.

Definitions

Background check: a process that is completed utilizing an outside vendor to review the history of faculty and staff that reflects a variety of historical checks to ensure the presence of each individual does not pose a threat to the college or those on campus.

Responsibilities

Candidate: after having accepted an offer of employment, the candidate is expected to complete the required steps for a background check to be completed online.

Employee: when requested by TEEO, employees are expected to complete the required steps for a background check to be completed online.

Volunteer: as part of the process to be allowed to volunteer on campus or with Central programs, volunteers are expected to complete the required steps for a background check to be completed online.

Talent, Equity, and Engagement Office (TEEO): sends the request for information to the candidate, employee, or volunteer and reviews the report of the check. Follows up accordingly with employment and/or addressing any concerns that arose on the result.

Policy Details

Central College is responsible for safeguarding the resources of the college through a variety of methods including effective pre-employment, employment, and volunteer practices. The college reserves the right to conduct background investigations on prospective and current employees and volunteers to determine fitness for employment.

  1. A background check may include, but is not limited to a combination of the following screenings:
    1. Social Security Number Trace
    2. Education and Professional Credentials Verification
    3. Motor Vehicle Records Search
    4. Criminal History Records (County, State, and/or Federal)
    5. Employment or Personal Reference Check
    6. State Sex Offender Records
    7. Credit History Report (limited to positions with institutional financial responsibility)
  2. TEEO will initiate and coordinate all background checks. These will be conducted in cooperation with an outside vendor in accordance with the consent and notice provisions of the Fair Credit Reporting Act.
    1. The college will keep all information gathered in background check records confidential and will use the information solely to establish fitness for employment, either as an applicant or continuing employee.
    2. The college will not disclose background investigation records or information contained in such records internally or to any third parties without consent, except when required by law.
    3. Criminal convictions shall not automatically disqualify an applicant from hire or an employee from promotion, reassignment, or continued employment.
      1. Criminal convictions shall be considered based on factors such as, but not limited to:
        1. Nature of the crime
        2. Age of the individual at the time the crime was committed
        3. Length of time since the conviction
        4. Nature of the conviction
        5. Job-relatedness of the conviction
        6. Employment history
        7. Performance reviews
        8. Employment references
      2. Any identified misrepresentation, falsification, or material omission of information in the employment application, resume, or related documents discovered during the selection process or after hire (whether through the background investigation process or otherwise), may exclude the candidate from consideration for the position or result in withdrawal of the conditional offer of employment or termination of employment.
  3. Candidates Process.
    1. All candidates recommended for employment with the college are subject to a background check.
    2. Candidates to whom offers of employment have been made must agree to submit to the process and complete the steps to complete the required information and submit it for review.
    3. Commencement of employment will be contingent upon the results of the background check.
    4. If all information on the report is satisfactory, the official offer will be extended and further employment plans will be made for the candidate to begin their new position.
    5. If, upon receipt of the results, there is concerning information on the report, the Chief Talent, Equity, and Engagement Officer will collaborate with other senior leaders to determine whether or not the conditional offer of employment will be withdrawn.
      1. In the case of a withdrawn offer, TEEO will notify the candidate, and a report of the information received will be sent to the candidate for their information and inform them of their right to appeal the report with the third party that completed the process.
  4. Current Employee Process.
    1. The college periodically requests employees to submit to an additional background check during the course of employment.
    2. TEEO will reach out to employees to notify them when a periodic background check is being requested.
    3. If all information in the report is satisfactory, no further action is required.
    4. If, upon receipt of the results, there is concerning information on the report, the Chief Talent, Equity, and Engagement Officer will collaborate with other senior leaders to determine if the information gathered would impact continued employment. This could include employment action up to and including termination as appropriate based on the information and the position held.
      1. Report results will be shared with the employee for their information and their right to appeal the report content with the third party that ran the background check.
      2. TEEO will inform the employee of any resulting employment action.
    5. If an employee’s work duties may include operation of a motor vehicle and the employee is charged with a violation of laws governing operations of motor vehicles, or if any employee is charged with a felony or a serious misdemeanor anytime during their employment, the employee must notify TEEO. This notification requirement includes convictions that occurred prior to dissemination of the policy.
    6. Members of management who have credible knowledge of the conviction of a current employee are expected to disclose the information to TEEO.
  5. Volunteer Process.
    1. Individuals who volunteer at Central College are subject to a background check.
    2. Volunteers must agree to submit to the process and complete the steps to complete the required information and submit for review.
    3. If all information in the report is satisfactory, the volunteer can begin their work.
    4. If, upon receipt of the results, there is concerning information on the report, the Chief Talent, Equity, and Engagement Officer will collaborate with other senior leaders to determine whether or not the volunteer activities will be permitted.
      1. In the case the volunteer is not approved, TEEO will notify the individual and a report of the information received will be sent for their information and inform them of their right to appeal the report with the third party that completed the process.

Last Revision Date: 8/23/2024

Policy Owner: Talent, Equity and Engagement Office