Sample Procedure for Background Information Review

It is in the interest of ABC to develop the largest possible number of highly qualified individuals prior to scheduling interviews. 1. References - All applicants for employment must provide a list of references which may be reviewed and checked by the employing official, the search committee, or the Human Resources Office in the course of applicant screening. Departments are strongly encouraged to check references of applicants prior to deciding who will be recommended for interview. 2. Background Investigation – Employment is contingent upon a criminal background investigation for the selected applicant. a. All applicants who will be interviewed must grant the ABC written permission to conduct the criminal background investigation. b. Information from the background investigation will be retained by the Human Resources Office. c. Only information which calls into question the appropriateness of the hire will be provided to the hiring department. If such information is revealed to ABC by the background investigation, the department and the Human Resources Office will meet with the ABC's Legal Representative to make a determination whether information revealed in the Criminal Background Investigation will be used as a factor in making the hiring decision. d. The Vice President for Business and Finance or his/her designee must be consulted before any final decisions are reached in the case of an applicant with a criminal history. e. Applicants who decline to provide authorization to ABC with regard to these matters may not be employed. F. The following procedures, of which the Affirmative Action Officer may delegate, review and approval authority in steps one, two, and three, but not final approval, are designed to provide the highest quality assistance in the search process and to ensure its successful completion: 1. To ensure that job advertisements reflect required qualifications and do not impose artificial barriers, and are published in a manner designed to effect the ABC's interests, all job advertisements must be reviewed and approved by Affirmative Action prior to being posted or published; 2. Once an applicant pool has been developed, and prior to the file being released to the hiring department, Affirmative Action will review the file to identify minority and protected class individuals. Where appropriate, Affirmative Action will place in the file any pertinent comments for the hiring department; 3. Before on-campus interviews can be scheduled, Affirmative Action will review the reasons for selection/non-selection of applicants for interview to ensure that the search process meets applicable standards and is consistent with the ABC's interests in promoting diversity and equal employment opportunity. No interviews may be scheduled until Affirmative Action provides its approval; and, 4. Before a position may be offered, Affirmative Action will review the selection process, including the results of the interview and the selection recommendation, and the reasons provided for such decisions. If, in the course of such a review, it is determined that procedures have not been followed or are not properly documented, the search file will be returned to the hiring department unapproved, with a memorandum of explanation and recommended solution(s). Approval of the employment process and its application, as to the person selected and proposed to fill a position, is required before any offer of employment may be extended or discussions regarding terms and or conditions of the offer of employment may be initiated.