Background Check Process

Per the Rutgers background check policy, prior to employment with the university, all applicants for faculty and staff positions will undergo--and must successfully pass -- a background check. All offers of employment will be conditional upon the successful completion of all pre-employment screenings. The elements of a background check will vary depending upon the type or level of position being sought; these may be viewed within the policy.

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Dispositioning Applicants and EEO Review

Dispositioning Applicants

Notes:
  • Workflow states that conclude with “Email Now” will generate an automated rejection e-mail to the candidate moved to that state.
  • Workflow states that conclude with “Email when Filled” will generate an automated rejection e-mail to the candidates in that state when the posting is moved to the ‘Filled’ state.
  • Options in the bold font will advance the applicant in the workflow. Non-bold options remove the candidate from the applicant pool.
  • There are two user groups that can review applicants in ROCS:
    - Applicant Reviewer: This group can review all applicants that applied to the posting and move them in the above workflow.
    - Search Committee: This group can review all applicants that applied to the posting; they cannot, however, move applicants in the workflow.
Dispositioning Applicants and EEO Review Steps
  1. Log in as one of the following user groups: “Authorizer 02-Faculty” or “Applicant Reviewer”.
  2. Toggle over Postings tab and select “Faculty”. Select the posting and click into “Applicants” tab.
  3. Individuals identified for interviews should be selected and advanced to the workflow state “EEO Review for Interview” prior to interviewing.
  4. Once EEO approves candidate for interview; a generated email will be sent to all Applicant Reviewers associated with the posting.
  5. Any applicants not selected for interview should be dispositioned into an Inactive state and select the appropriate reason (i.e. Not Interviewed, Not Selected).
  6. Once a Finalist(s) is selected in ROCS, an email is generated to the UHR Background Check team.
Faculty Background Check Process
  1. UHR Faculty Coordinator receives ROCS generated “Finalist” email.
  2. UHR Faculty Coordinator checks internal system for the candidate’s eligibility.
  3. If this is an internal candidate with an active appointment in HCM the UHR Faculty Coordinator advances the candidate to BGI Not Required 'Initiate Background Check.
    • External candidates are moved directly to 'UHR Initiate Background Check.'
    • For candidates with a terminated appointment in HCM that falls under OULR purview, the UHR Faculty Coordinator moves the candidate to 'UHR Reemployment Verification' and emails the candidate's information for OULR to review.
    • For all other candidates with a terminated appointment, the UHR Faculty Onboarding Coordinator will determine if a background check is required per the BGI Policy 60.1.30.
    • If a BGI is not required the candidate is moved to 'BGI Not Required Initiate Background Check.' If a BGI is required, the candidate is moved to UHR Initiate Background Check.
  4. UHR Background Check team will facilitate background check process through a third-party vendor.
  5. If Background Check results are clear, candidate will advance to the “Background Check Cleared” state by the UHR Background Check team and then moved to the state of Hired. If Background Check results are not clear, candidate will be moved to the state “Background Check Failed” by the UHR Background Check team, and the candidate will be moved to the “Interviewed Not Selected” state.
Faculty Background Checks - Guidelines (Class 1 and Class 7)
  • All new Class 1 and Class 7 postings are required to be posted within ROCS; any other Faculty positions are optional at this time.
  • Postings should be open to the public for 5 full business days.
  • For Class 7 postings with multiple openings, departments may select multiple Finalists against one posting.
  • For Class 7 – PTL-Recurring posting:
    • Only applies to those PTL’s that teach consecutive semesters (i.e. fall/spring)
    • Posting should be “approved internal” only
    • Multiple hires can be made against this posting
    • No upload of documents is required
    • Applicants need to only apply one time
  • All applicants must be approved by EEO prior to being interviewed. All applicants must be dispositioned into the appropriate state.
  • Authorizer 02- Faculty responsibilities:
    • Posting the position
    • Ensure dispositions are complete for all applicants
    • Advancing the position through the appropriate workflow states (i.e. Filled, Canceled, etc.)
  • On Faculty postings, the individual and email identified in the background check recipient will receive any correspondence in regards to the background check.
  • Please add the following verbiage to all Class 1 and Class 7 offer letters: “Offer is contingent upon successful completion of all pre-employment screenings.”
  • Individuals hired into any university staff or faculty position will be required to have a background check performed prior to the commencement of employment, with results deemed acceptable by the university as a condition of employment. This requirement is applicable to these individuals:
    1. Individuals who have never been previously employed by the university in any capacity;
    2. Individuals who have been previously employed by the university in any capacity but have never undergone a background check;
    3. Individuals who have been previously employed by the university and have undergone a background check but have had a break in service of over 365 days from their last date of pay listed in the university’s payroll system;
    4. Individuals who have previously held non-permanent positions and are applying for permanent positions; and/or
    5. Individuals who are currently employed by the university and are moving to a new position that requires a background check as per state or federal law and/or as a qualification for the position.
  • An offer of employment will not be final and commencement of employment not permitted until the completion of the background check with results deemed acceptable by the university, unless an exception is sought by the department and granted under extraordinary circumstance or for specific purposes by the Senior Vice President for Human Resources and Organizational Effectiveness or his or her designee. Employment may be denied or rescinded based upon the results of the background check.
Faculty Background Checks - Guidelines (Class 8)
  • All Class 8 postings are required to be posted within ROCS unless an exception has been granted by UHR. Please refer to Class 8 Matrix for further information. Exceptions to posting must be approved by UHR.
  • Postings should be open to the public for 5 full business days.
  • For Class 8 postings, with multiple openings, departments may select multiple Finalists against one posting.
  • All applicants must be approved by EEO prior to being interviewed. All applicants must be dispositioned into the appropriate state.
  • Authorizer 02- Faculty is responsible for the following:
    1. Posting the position
    2. Making sure dispositions are complete for all applicants
    3. Moving the position through the appropriate workflow states (i.e. Filled, Canceled, etc.)
    4. On Faculty postings the individual and email identified in the background check recipient field will receive any correspondence with regards to the background check.
  • Please add the following verbiage to all Class 8 offer letters: "Offer is contingent upon successful completion of all pre-employment screenings"
  • Individuals hired into any University faculty position will be required to have a background check performed prior to the commencement of employment, with results deemed acceptable by the University as a condition of employment. This requirement is applicable to:
    • Individuals who have never been employed previously by the University in any capacity;
    • Individuals who have been employed previously by the University in any capacity but have never undergone a background check;
    • Individuals who have been employed previously by the University and have undergone a background check but have had a break in service of over 365 days from their last date of pay listed in the University's payroll system;
    • Individuals who have previously held non-permanent positions and are applying for permanent positions; and/or
    • Individuals who are currently employed by the University and are moving to a new position that requires a background check as per state or federal law and/or as a qualification for the position.

An offer of employment will not be final and commencement of employment not permitted until the completion of the background check with results deemed acceptable by the University, unless an exception is sought by the department and granted under extraordinary circumstance or for specific purposes by the Senior Vice President for Human Resources and Organizational Effectiveness or his or her designee. Employment may be denied or rescinded based upon the results of the background check.

To learn more about the background checks process, please visit our FAQs webpage.

For any questions regarding the Background Check Process please contact: