Policy Number: 4.540
Policy Name: Background Checks
Original Adoption: November 1, 2022
Revised: May 2023
Next Scheduled Review: January 2024
Responsible Cabinet Member: Vice President for Administration
Department/Office: Human Resources
Background/History
In accordance with anti-discrimination law, it is the purpose of this policy that National Park College conduct a thorough background check on candidates for full-time or adjunct employment, and on current employees when promoted or transferred, if deemed necessary as a requirement of the position.
SCOPE
All finalist for full-time or adjunct employment, and on employees who are promoted, as deemed necessary.
AUTHORITY
Equal Employment Opportunity Commission, NPC President, the President's Cabinet and Human Resources, as directed by the Board of Trustees.
DEFINITIONS
Prior Employment Verification: Confirms applicant's employment with the listed companies, including dates of employment, position held and additional information available pertaining to performance rating, reason for departure and eligibility for rehire.
Educational Verification: Confirms the applicant's claimed educational institution, including the years attended and the degree/diploma received.
Criminal History: Includes review of criminal convictions and probation.
Expunged Records: A record of a criminal conviction that has been destroyed or sealed from state or federal record. An expungement order directs the court to treat the criminal conviction as if it had never occurred, essentially removing it from a defendant’s criminal record as well as, ideally, the public record.
Motor Vehicle Records: Provides a report on an individual's driving history in the state requested.
POLICY STATEMENT
All offers of employment at National Park College shall be contingent upon clear results of a thorough background check. Background checks will include:
- Prior Employment Verification: This verification will be run on the past two employers or the previous five years, whichever comes first.
- Professional References: Calls will be placed to individuals listed as references by the applicant.
- Educational Verification: An official transcript must be provided during the application process, or to Human Resources once the application is received.
- Criminal History: Information concerning criminal history will be utilized only with reference to determining
fitness of the individual to be an employee in terms of job relationship and business
necessity. The basic inquiry is whether the safe and efficient conduct of the functions
of the position would be inconsistent with the employment of the individual in view
of his or her record. Relevant considerations include safety of fellow employees and
students, fitness for supervisory role, and protection of property, funds and reputation
of the College. Convictions and other background check information shall not be treated
as an absolute bar to employment if not relevant to the position sought. The following
factors will be considered for applicants with a criminal history:
- Appropriate consideration will be given to the number and seriousness of any convictions (or other relevant information contained in a background check report), as well as how recently the matters occurred. For example, depending on the nature of the offense, a single conviction more than fifteen (15) years old might not disqualify an applicant. Consideration may also be given to the subject’s intervening work history.
- Whether hiring, transferring or promoting the applicant would pose an unreasonable risk to the College, its employees, students or external constitutes.
- Expunged Records. In general, expunged records shall not be considered by hiring authorities, other than with respect to persons applying for certain positions providing care or other services to vulnerable populations.
- Motor Vehicle Records: This search will be conducted when driving is an essential requirement of the position.
RESPONSIBILITIES
It is the responsibility of the Human Resources Department to conduct the background check upon receipt of the signed consent form.
PROCEDURES/RELATED DOCUMENTS AND FORMS
A designated HR representative will review all results. The HR representative will notify the hiring manager regarding the results of the check. In instances where negative or incomplete information is obtained, the appropriate management and the Director of Human Resources will assess the potential risks and liabilities related to the position’s requirements and determine whether the individual is eligible for hire/promotion. If a candidate/employee is deemed ineligible for hire/promotion based on the results of a background check, HR will provide the required notification to the candidate/employee.
Background check information will be maintained in a file separate from employees' personnel files for a minimum of five years.