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Date: 09/27/2007
From: kwbryant@email.unc.edu
Subject: Updates to the Criminal Convictions Check Process for Applicants and Employees
Category: EMPLOYMENT
TO: HR Facilitators
Deans, Directors, Department Heads
FROM: Matthew S. Brody, Assistant Provost for Academic Personnel
Jeffrey B. McCracken, Director, Department of Public Safety
Claire F. Miller, Senior Director, HR Services
The University has long required a criminal convictions check for all applicants for EPA non-faculty positions, SPA positions, and temporary positions. As of July 1, 2007, a criminal convictions check is also now required for all Faculty upon initial hire. Criminal convictions checks are now also required for Post-Doctoral Fellows, Medical Fellows, and Chief Medical Residents.
In addition, as part of the ongoing effort to increase campus safety and security, the University is improving and restructuring the University's criminal convictions checking process. Effective October 1, 2007, the University will start providing a nationwide criminal convictions check, which represents a significant increase from the number of states currently checked. In addition, the University is initiating residence history verification as part of the criminal convictions checking process so that criminal convictions checks will no longer rely solely on applicant self-disclosure. Also, the criminal convictions check will now include all counties where an applicant has lived or worked, rather than just the counties where an applicant has resided.
To provide this nationwide check, including the residence history verification, the University will utilize the out-of-state services provided by an external vendor, Castle Branch. Inc., ("Castle Branch") with the in-state background checks provided by the Department of Public Safety ("DPS") Criminal Check Division. Castle Branch currently holds the master background check contract with the UNC system and is providing service to a number of other UNC campuses. The University has developed some FAQs related to this change, which are attached to this memo and available online at http://hr.unc.edu/Data/SPA/recruitment/spa-hiring/crimcheck/crimcheckFAQ.pdf. We currently anticipate that the process for obtaining background checks will not change substantially from the department’s perspective.
Please note that the two previously separate Authorization for Criminal Convictions Check forms have been combined into one comprehensive form. This revised form is available at http://hr.unc.edu/formfinder/forms-employment/crimcheck.doc. There are some critical differences between the checks for Faculty and for other University applicants and employees. Therefore, the individuals responsible for implementing this process should carefully review the appropriate personnel policy for relevant details.
The cost will remain $25 per background check for those applicants who have not lived or worked outside of North Carolina as determined by the residency history verification. The costs of Castle Branch's out-of-state background checks will be charged to the hiring School/Department. Castle Branch services are priced by the number of counties searched and range from $13 for one out-of-state county to $54 for seven or more out-of-state counties (price list attached). If applicable, these out-of-state charges will be paid through the same budget transfer process as the current $25 per background check.
Currently, when a position requires a driver's license as an essential function, a hiring department can also request a North Carolina Driver's License ("NCDL") check from the DPS Criminal Check Division. The NCDL check is included in the $25 base fee. Going forward, if appropriately requested by the hiring department, out-of-state Driver's License checks will be provided by Castle Branch and will cost $12-$28 per State depending upon the state.
Please refer to the attached FAQs for additional information, and please call us if you have questions about this policy change. Please call Captain Danny Caldwell, 962-9768, or Theresa Todd, 843-4413, in the DPS Criminal Check Division if you have operational questions. The University expects that these enhanced and more extensive criminal convictions checks will improve campus safety and security.
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