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New Criminal Background Check Procedure

Effective September 16, 2013 criminal background checks (CBC) will be submitted electronically by the applicant to our third party vendor. The new process eliminates the need for a paper CBC form, reduces the number of people who have to handle the form and should cut down on errors due to illegible writing and incomplete information. (CBC Memo.pdf)

The Employment Services Department of Human Resources will continue to be the point of contact for processing the CBCs on all applicants, staff, volunteers, faculty, and student workers. This change will improve the efficiency and timeliness of the CBC process. We have retained a third party vendor (Duncan & Associates – CompuFact) to work directly with the Office of Human Resources to process requests.

Listed below is the new procedure that will be used going forward.

Procedure for Conducting a Criminal Background Check for Applicants:

  1. The university conducts criminal background checks on all employees prior to hire. This includes student, faculty, staff, casual employee positions, interns, and volunteers. In addition, a background check is required for paid or unpaid affiliated positions or youth camps that require child care or contact with minors.
  2. A background check must be conducted on applicants who are finalists under consideration for a position or on the final candidate pre-hire. All required checks must be conducted before the employee begins work.
  3. Form 3-9 located on the HR website has been modified and will be available for use on September 13, 2013.  The modified form will require the following information:  the name of the applicant, applicant's email address, job posting number, position, name of department, and name of hiring manager.
  4. The hiring department will now be asked to submit form 3-9 to
  5. The applicant will receive an email from a Human Resources Representative requesting that they access the vendors secure website to complete the information required for the criminal background check.
  6. When the CBC is complete, the Human Resources representative will then notify the hiring department of the results.
  7. If there is an issue with the background check the Vice President of Human Resources/Designee (and in the case of a faculty member, the Provost and dean) will consult with the Chief of Police,  review any information found on the official criminal record, and communicate the approval/disapproval of hiring to the hiring manager. Conviction information must be considered on a case-by-case basis taking into consideration the type and severity of the offense, the time passed since the offense, and whether the offense is relevant to the duties of the position. An individual cannot automatically be excluded from hire because he or she has a previous conviction.

If you have any questions, please contact Eddie Freeman or Employment Services representatives at 2-3461.