Hiring a Civil Service Employee

Hiring Manual

Step by Step Procedure in Hiring a Non-Academic Employee

Step 1: Job Description

External Access: 9499

Pre-Employment Background Checks

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.

Note: For Student Field Placement Background Check, go to http://www.d.umn.edu/umdhr/Policies/hiring/background/studentfield.html.

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 check 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.

UMD Policy & Procedure

UMD Policy on Conducting Background Checks for Prospective Employees of Non-Academic Positions (HTML)

UMD Procedure for Conducting Background Verifications (HTML)

UMD Forms

Non-Senior Administrator positions

Background Check Request - Cover Sheet (PDF) - (use this form for students and employees except senior administrator positions) - [hiring department completes]

Background Check Consent for Non-Senior Administrator positions (WORD / PDF) - (use this form for students and employees except senior administrator positions) - [hiring department completes page 1 and applicant/employee completes page 2]

Personal Disclosure Statement for Non-Senior Administrator Positions
(WORD / PDF) - [applicant/employee completes]

Senior Administrator Positions

Background Check Request – Cover Sheet for Sr. Administrator Positions (WORD / PDF)
[hiring department completes]

Background Check Consent for Senior Administrator Positions (WORD / PDF)
[hiring department and applicant/employee completes]

Personal Disclosure Statement for Senior Administrator Positions (WORD / PDF)
[applicant/employee completes]

Summary of Rights under the Fair Credit Reporting Act (PDF) - use for all backgrounds checks

Related Policies

UWide Policy Library - Conducting Pre-hire Background Verifications (HTML)

Procedure For Positions Requiring Driving ONLY

MVR (Motor Vehicle Records) Only: Driving Record Check Request Form serves to provide both applicant information and cover sheet information. Use this form when conducting a background verification of motor vehicle records only.

Have applicant complete the "Driving Record Check Request Form." Department should then fax the completed form to UMD HR, 218-726-6590. 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. See forms for "Non-Senior Administrator Positions" or "Senior Administrator Positions."

Instructions for Conducting a Background Check:

1. Prior to posting, hiring authorities and unit HR individuals should discuss with the UMD Department of Human Resources whether a position requires a background check and, if so, the type of background check necessary.

2. Verify that the recruitment information, announcement, position description, and job requisition accurately reflect that background verification is required.

3. 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.

4. Provide the selected applicant the necessary forms to fill out and sign.

To ensure their privacy, applicants MUST return the completed forms to the Department of Human Resources for processing.

a. Applicable Background Check Consent - On the Consent, complete the section "To Be Completed by Hiring Authority" before providing the copy to the applicant.

b. Applicable Personal Disclosure Statement.

c. Summary of Rights under the Fair Credit Reporting Act.

The forms must be mailed, delivered or faxed to the UMD Department of Human Resources. If the applicant fails to complete the forms for the required background check, s/he cannot be hired for the position.

UMD Department of Human Resources
Attn: Background Checks
255 DAdB
1049 University Drive
Duluth, MN 55812

Phone: 218/726-6520
Fax: 218-726-6590

5. Complete the Background Check Request Cover Sheet form and fax to the UMD Department of Human Resources at 218-726-6590. For most new hires, requests will be for the Standard Package-Duluth which includes the following checks: Social Security trace, Federal and County Criminal, Sex Offender Registry, Global Sanctions and Enforcements, and MVR (Motor Vehicle Records). Select the Basic + MVR package for the Student Clinical/Field Experience. Additional checks may be requested depending on the nature of the position. The cost for conducting background verification is available from UMD Human Resources.

6. UMD Human Resources will initiate the verification once it receives the Cover Sheet from the unit and the documents completed by the employee.

7. Upon completion of the background verification, UMD Department of Human Resources will notify the unit that report has been completed and advised whether to proceed with hiring. Do not proceed with the hire until you have discussed the outcome of the background check with UMD Department of Human Resources.

8. The hiring department or unit must write to the selected applicant and indicate whether the background check was successfully completed. If a "no" hire determination was made, provide the applicant a letter with contact information regarding the appeal process.

Contact Betsy Behning at 218-726-6520 with any questions about this process.

Department of Human Resources & Equal Opportunity

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