- Does the University have a Background Check policy?
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Yes, the policy can be found under the UHR Policy Library.
- What step/role does the department play in the background check process?
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Departments will continue to utilize ROCS for their hires and move candidates through the workflow, once a successful candidate has been identified the department must move the candidate to “Finalist” state in ROCS. Once in the “Finalist” state UHR will begin the Background Check Investigation “BGI” process.
- How are the departments notified of the status during the background check and who receives the certification?
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Authorized ROCS users for the department will be able to review the status of the BGI process for a candidate in the ROCS system. Additionally, once the BGI is complete the Department HR Liaison/HR Generalist will receive the BGI certification letting them know if the individual can be hired.
- When should the template-based hire be submitted into HCM?
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The template-based hire should be submitted in HCM once the department has both the signed offer letter and BGI certification.
- Have the Staff offer letters been revised in Sakai?
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Yes, all Class 1 (Staff), Class 3 and Class 4 template offer letters have been updated on the Sakai website.
- How much time does the BGI (Background Investigation) process take?
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The basic background check investigation takes an average of 10 business days from the date of consent by the candidate, provided there is not potential adverse information found. A JCAHO check takes an average of 15 business days from the date of consent by the candidate, provided there is no potential adverse information found.
- Are the background check results shared with the departments? Who reviews them?
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The results of background check investigations are confidential and will be reviewed in UHR with the BGI team.
- Who makes the final hiring determination?
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UHR makes the final determination if a candidate is eligible for hire.
- If potentially adverse information is found, what does the adverse action process look like?
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If an adverse result comes back on a background check, the candidate is provided a copy of the report and a pre-adverse action letter, the candidate then has 5 business days to respond.
- Who determines the background check package requested for the position?
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All positions will require a minimum of a criminal background check, social security number verification, and sex offender database check. Any additional screens will be determined based on the position and in conjunction with the hiring department.
- Is there a paper application process for candidates who may not have access to computers?
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All job applications must be completed online through the ROCS system, additionally the background investigation consent is done electronically.
- Do foreign nationals also get a background check?
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Yes, foreign nationals also undergo a background check.
- What is the background process for interns/volunteers?
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At this time the process for interns/volunteers will remain the same as it was done prior to 3/26/18. UHR is looking at the process to stream line them, further communication regarding these populations is forthcoming.
- For what faculty positions are background checks required?
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Class 1, Class 7 and Class 8
- What is an “Evergreen” posting?
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An “Evergreen” posting is a posting that is active for up to a year and will continually accept applications (applicants should continuously be properly dispositioned).
- Are background checks required for verbal offers that were made for Class 8 positions prior to December 24, 2018?
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No. For all Class 8 offers made PRIOR to 12/24/18, background checks are not required. UHR will issue a “No Background Check Required” certification which can be uploaded into HCM.
- Are Class 8 positions required to be posted in the ROCS system?
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Yes. All Class 8 positions must be posted in ROCS as of 12/24/18. To request a posting exception, please email facultycheck@hr.rutgers.edu.
- What background check verbiage should be included in Faculty (Class 1, 7 and 8) offer letters?
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“All offers of employment are contingent upon successful completion of all applicable pre-employment screenings.”
