Department of Human Resources

Background Checking Process

The University uses a system of background verification checks to reduce the risk of making an inappropriate hire or being unaware of important job-relevant information of those hired.

Objectives of Program

• To minimize University risk by ensuring that unit hiring practices include conducting appropriative background checks, when needed.
• To comply with federal and/or state regulations requiring background checking be conducted for specified positions.
• To ensure compliance with privacy regulations by centralizing the request, receipt, evaluation, interpretation, and maintenance of background check reports within the Department of Human Resources.
• To provide information that will help units make informed hiring decisions.

Policy on Conducting Background Checks for Non-academic Position Job Applicants (HTML)

For Positions Requiring Driving ONLY

Have applicant complete the "Driving Record Check Request Form". Department should then fax the completed form to UMD HR. HR will notify department, via email, approval or non-approval of the applicant. This form can ONLY be used if the applicant is being hired exclusively to drive a University vehicle. If other duties are required of this position, this form is not required. Please see forms for "Senior Administrative Positions" or "Non-Senior Administrative Positions".

For Senior Administrative Positions

http://www1.umn.edu/ohr/policies/hiring/background/

For Non-Senior Administrative Positions

Prior to Posting a Position

Hiring authorities and unit HR individuals should discuss with the Department of Human Resources whether a position requires a background check and, if so, the type of background check necessary.

Conducting a Background Check

1. Notify the selected applicant that the hiring offer is contingent on successful completion of a background check and that falsification of information may be cause for non-hire or later termination. There is no cost to the applicant to conduct the background check.
   
2. On the Consent Form, complete the section "To Be Completed by Hiring Authority."
   
   Give the selected applicant:
   • Background Check Consent Form (pdf)
   • Personal Disclosure Statement (pdf)
   • Summary of Rights under the Fair Credit Reporting Act (pdf)

   Ask the applicant to return the completed forms to Audrey Temple in the Department of Human Resources for processing. The forms must be mailed or faxed to the Department of Human Resources, and not returned to your department, to ensure the applicant's privacy. If the applicant fails to complete the forms for the required background check, s/he cannot be hired for the position.

3. Complete the Background Check Request - Cover Sheet (pdf) and fax to the Department of Human Resources at 218-726-7505. The request, for most hires, should include the Standard Package -Duluth (includes Social Security Trace, Federal and County Criminal, MVR, Global Sanctions & Enforcement, and Sex Offender Registry).
   
4. Do not proceed with the hire until you have talked with the Department of Human Resources regarding the outcome of the background check