The President’s Cabinet approved a revised policy and procedure for conducting background checks at its Monday, Sept. 28 meeting. The policy, approved by President Stephen Jordan on Sept. 30, becomes effective Wednesday, Oct. 1.

The new policy and procedure replaces a temporary policy that was approved in February by the President’s Cabinet. The temporary policy drew substantial criticism from faculty and staff, resulting in the formation of the Ad Hoc Committee on Background Checks. The new policy is based on the committee’s recommendations.

“I want to express my appreciation to the members of the Ad Hoc Committee on Background Checks for their diligence and persistence in moving this policy recommendation forward,” Jordan says.

According to Human Resources Executive Director Judy Zewe, a major change from the temporary to the new policy is that the language is “more generic in nature,” while being more specific on the types and frequency of background checks that are allowed.

All new hires will be required to sign the Background Check Disclosure and Authorization Form, granting the College permission to conduct a one-time check at any point during the hiring process. The policy includes new student employees with access to confidential or sensitive information or certain College assets.

For current employees, the policy allows for one background check while in a position. “However, if the employee’s job duties change or he or she is promoted, a check will be required,” Zewe said.

The basic background check will consist of social security verification, a National Sex Offender Registry check and a national check of court records for any felony and misdemeanor convictions in the past seven years. If the position requires responsibility for cash or access to Metro State’s financial resources, a check of the individual’s financial history will be done. And, if the position requires driving, the Department of Motor Vehicle record will be checked.

Specific events that will not trigger a background check include:

• faculty promoted in academic rank or moving from tenure-track to tenured status

• continuing grant-funded positions that require a new annual contract with change in position responsibilities

• Continuing faculty members, including tenured, tenure-track, visiting and affiliate faculty members renewing or completing a new contract

• returning employees who have passed a background check within the past three years

• current employees who are promoted or have a change of job duties who have passed a background check within the last three years, unless that change necessitates a financial history or motor vehicle record check

Oversight
Another major change is that the new policy calls for oversight through the submission of annual reports from Human Resources and Equal Opportunity to the College internal auditor. The purpose of the reports will be to enable the internal auditor to analyze the impact that the background checks are having on hiring, Zewe explained. The auditor’s analysis will be presented to President Jordan and the Board of Trustees.

“Background checks are a very effective screening tool that helps the College provide for the safety and well-being of our workforce, our students and the general public,” Zewe said. “I’m glad that the committee worked collaboratively in making their recommendations and that the approval came through the shared governance process with the vice presidents and the President’s Cabinet.”

To read the complete policy, go to the HR Web site: http://www.mscd.edu/facstaff/hr . The Background Check Disclosure and Authorization can be found under miscellaneous forms at: http://www.mscd.edu/facstaff/hr/documents/forms/index.htm.