Purpose:

The purpose of this policy is to describe the terms and conditions under which background checks are conducted. The University of Dayton is a comprehensive Catholic university, a diverse community committed, in the Marianist tradition, to educating the whole person and to linking learning and scholarship with leadership and service. The University of Dayton believes that hiring qualified individuals to positions contributes to the University's overall strategic success.  Background checks serve as an important part of the selection process.  

Policy:

The University of Dayton conducts background checks on all job candidates post-offer (contingency offer).  The University of Dayton may also use a third party administrator to conduct background checks.  The type of information that can be collected by this agency includes, but is not limited to, a criminal background check, education, employment history, credit, and professional and personal references.  This process is conducted to verify the accuracy of the information provided by the candidate and determine his/her suitability for employment.  

The University of Dayton will ensure that all background checks are held in compliance with applicable federal and state statutes, such as the Fair Credit Reporting Act.  

All criminal background screens are conducted post-offer (contingency offer).  However, as part of Title VII of the Civil Rights Act, this information cannot be used as a basis for denying employment, unless it is determined to be job-related.

The University of Dayton reserves the right to make the sole determination concerning information or any employment decision arising out of the background check.  

The University of Dayton requires all contractors who routinely perform work on campus to be in compliance with this policy. 

Offer of Employment Process  

Once a candidate has been identified for hire, the hiring manager submits an Employment Recommendation Form to the Office of Affirmative Action. Once the Office of Affirmative Action approves the Employment Recommendation Form, the Office will forward the form to the Office of Human Resources.  At that time, the hiring manager will be notified to extend an offer of employment to the finalist.  

When verbally making the offer of employment to the successful candidate, the hiring manager must inform the candidate that the offer is contingent upon the successful results of the background check.  The Office of Human Resources then conducts any and all applicable background checks on the final candidate.  

General Guidelines:

1. NEW HIRES: Background checks are required for all new hires.  This includes all full-time, part-time and temporary part-time employees.  The background check must be completed and results verified before any employee begins work.  At no time should an employee begin work until the Office of Human Resources has verified results of the background check.

2. REHIRES:  A background check is required for all rehires that have been separated for longer than 90 days.

3. EMPLOYMENT CONTINGENCY:  Background checks are to be processed after a contingent offer of employment has been extended to the applicant.  Note: The offer of employment is contingent upon the successful results of the background check.

4. AUTHORIZATION BY APPLICANT:  The candidate must authorize the background check.  This is done by having the applicant complete the Employment Background Authorization form. This form is available to the applicant on the University of Dayton website and can be sent via e-mail to the candidate as well.  To expedite the process, the candidate may fax the completed and signed form to the Office of Human Resources. 

Note:  All applicants must complete an Application for Employment and Employment Background Authorization form as this is required to be submitted to the third party administrator conducting the background check.

Verification of Background Checks  

1. The results of the background check will be sent directly to the Office of Human Resources.

2. The Staffing Manager will review the report.  If any discrepancies or criminal history are noted, the Staffing Manager will notify the Vice President of Human Resources and Legal Affairs for final determination.  The University reserves the right to consult with the hiring department, or any other pertinent office such as the Office of the President or the Office of the Provost.

3. If the background check is favorable, the Office of Human Resources will notify the hiring manager that the candidate is approved to begin employment. 

Adverse Action Notifications  

1. If a background check is returned with unfavorable results, the Office of Human Resources will notify the hiring manager.

2. The Office of Human Resources will contact the candidate to inform him/her that the University of Dayton is rescinding its contingent offer of employment and that he/she will receive written notification that the University third party administrator will send a summary of the candidate’s rights under the Fair Credit Reporting Act. The third party administrator will give the candidate the opportunity to review a copy of the report, which informs him/her of his/her rights to dispute inaccurate information.