Phase II: Background Check Implementation for Faculty--Effective July 1, 2018

This communication is a follow up to a correspondence sent on March 23 regarding the implementation of a university-wide standard for background checks.  The first phase of the implementation went into effect on March 26 for all new staff hires. The second phase of the implementation, which will apply to all Class 1 and Class 7 faculty hires will go into effect on July 1.

Under the new process, prior to commencing employment with the university, all job offers will be conditional upon the completion of a successful background check. The elements of a background check will vary depending upon the type or level of position being sought; these may be viewed within the new policy when it is promulgated.

All job postings and offer letters of employment must state that employment at the university will be contingent upon successful completion of all pre-employment screenings.  Please include the following verbiage for all Class 1 Faculty and Class 7 Part Time Lecturer (PTL) offers:

“Offer is contingent upon successful completion of all pre-employment screenings.”

University Human Resources will have information sessions and conduct training in order to facilitate the implementation process.  We will also be available to work with individual departments to address circumstances specific to the unit’s needs.

It is important to note that all positions must be posted through the ROCS system. This will be the mechanism by which finalists will be identified and background checks prompted in a streamlined and time sensitive manner.   Please note that since July 1, 2016, there has been a requirement that faculty positions be posted through the ROCS system; we recognize, however, that there have been delays in adoption, and not all departments have fully transitioned.   At this time no further extensions can be provided as ROCS also serves as the data source for federal reporting requirements.

The university will continue its practice of following the Equal Employment Opportunity Commission’s Enforcement Guidance on the Consideration of Arrest and Conviction Records in Employment Decisions under Title VII of the Civil Rights Act of 1964, the provisions of the Fair Credit Reporting Act, as well as other Federal and State statutes governing the use and safeguarding of information obtained from background checks.

The new program and revised policy will compliment Rutgers Policy 30.1.9. Protection of Minors. Rutgers Policy 60.9.32 Background Checks for Candidates for Staff Positions will be rescinded and replaced by the new policy when it is promulgated.

Hiring managers should contact University Human Resources at 848-932-4444 for information on the university process for background checks or via email at backgroundcheck@hr.rutgers.edu.

Thank you in advance for your assistance and your cooperation in implementing this important and necessary endeavor.

Please note, the new initiative outlined above will not affect the current Legacy UMDNJ background check process, except that all faculty positions must be posted in ROCS.

Sincerely,

Vivian Fernández
Sr. Vice President for Human Resources and Organizational Effectiveness