PERSONNEL
60.16
Revised 10-09
Human Resource Services
335-4521
OVERVIEW
Employing departments obtain preemployment background checks regarding prospective employees in order to protect the interests of WSU students, employees, and the University. Employing officials (hiring managers) coordinate with Human Resource Services to use preemployment background checks to assist in the hiring decision process. The employing official may request verification of employment history, educational credentials, criminal history, and other information related to employment.
POLICY
Employing departments may request background checks when considering individuals for University employment, both paid and volunteer.
Preemployment background checks may include, but are not limited to, the following:
- Educational credentials verification
- Employment history verification
- Criminal history record
NOTE: A conviction/criminal history record does not necessarily disqualify an individual from employment. The fact of arrest alone does not disqualify an individual from employment. An employing official should consult with Human Resource Service (HRS) prior to making an employment decision based upon a background check.
- Credit history examination (for applicable positions only)
- Professional licenses and certifications verification (for applicable positions only)
- Motor vehicle record (for applicable positions only)
Some University units may have security needs in accordance with controls placed upon materials or information. Such units may require additional preemployment background checks beyond those described above or may implement additional screening tools, in conformance with University policies, or state or federal statutory requirements, policies, procedures, directives, or laws.
APPLICABILTY
Supervision of Children or Vulnerable Adults
Background checks are required for positions with duties involving supervision, care, or treatment of children, vulnerable adults, or individuals with mental illness or developmental disabilities. (RCW 43.43.832)
Disclosure of Convictions
Washington State Child and Adult Abuse Information Law requires that employers ask applicants to disclose specific information about any convictions for crimes against persons, crimes relating to financial exploitation, and findings in related actions and proceedings, including certain civil proceedings. Conviction information must be disclosed before an applicant can be considered for employment in any position which may involve unsupervised access to children, developmentally disabled persons, or vulnerable adults as defined by the law. (RCW 43.43.830-.842)
Finances or Property
Background checks are strongly recommended for positions with duties involving confidential personnel or proprietary business information, accountability for or receipt of University funds, access to master keys, sensitive inventory items, or other items of value. (RCW 43.43.815)
Any Position
Employing officials may request preemployment background checks for any position vacancy prior to beginning the recruitment process or prior to extending an offer of employment.
PROCEDURES
Human Resource Service (HRS) offers a preemployment background check service. Contact HRS for details. See additional information below.
Language on Postings
Positions subject to a background check must contain the following language on all job postings, notices of vacancy, and other vacancy announcements.
Finalist(s) for this position will be subject to a preemployment background check as a condition of employment.
Recruitment Processes
Appropriate recruitment processes for the employee type must be followed.
- Human Resource Services oversees administrative professional (AP), classified (civil service and collective bargaining unit), and temporary/hourly recruitment processes. See 60.17 for AP procedures, 60.18 for classified procedures, and 60.26 and 60.27 for temporary/hourly procedures.
- The Center for Human Rights oversees faculty recruitment processes. See 60.11.
Costs
The hiring department is responsible for all costs incurred by the background check process.
When the hiring department uses the HRS background check process, HRS is responsible for the following:
- Advising the employing official regarding the applicability of background check components and the background check process.
- Obtaining, reporting, and maintaining background check information.
- Receiving written consent from the applicant prior to conducting the background check. (NOTE: For certain positions by law and for any position for which a background check is a condition of employment, failure to consent to a background check results in removal of the applicant from consideration for the position.)
- Notifying applicants of their right to obtain a copy of the background check and to challenge the accuracy contained therein.
- Determining, in consultation with the employing official, whether the results of the background check disqualify the applicant from consideration.
Offer of Employment
An offer of employment should not be extended until the background check process is completed. Employing officials must contact HRS prior to extending any offer that may be contingent upon satisfactory results of a background check.
Use of Information
Background check information is to be used for the purpose of evaluating applicants for employment only and is not to be used in a manner contrary to law or University policy.
REVIEW OF DECISION
An applicant may request a review of the background check decision by contacting HRS.
REGIONAL CAMPUSES
The HRS department at each regional campus is responsible for the administration of the preemployment background check program for campus vacancies.
RESOURCES
HRS Office Contacts
Direct questions regarding the preemployment background check program to the appropriate campus HRS office.
Pullman: 509-335-4521 Spokane: 509-358-7740 Tri-Cities: 509-372-7302 Vancouver: 360-546-9587
Recruitment Processes
Administrative Professional, Classified, and Temporary/Hourly
Human Resource Services
http://www.hrs.wsu.edu
Faculty
Center for Human Rights
http://www.chr.wsu.edu
509-335-8288
BPPM References
Preemployment Inquiry Guidelines 60.08
Recruiting for Classified Positions 60.18
Selecting Faculty Personnel 60.11
Selecting Administrative Professional Personnel 60.17
Temporary Employment Processing 60.27