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To: HR Officers and Secondary Contacts; Business Managers
From: Noreen Montgomery, Senior Director Employment & Staffing, Office of Human Resources; Sara Reese, Director of Executive Talent Management, Academic Personnel

As a follow-up to the August 7 Carolina HR Council meeting, the Background Check Advisory Committee periodically researches background check best practices, conducts benchmarking surveys and recommends changes to the university’s background check policy and procedure.

We are pleased to announce the following changes to the policy and procedure, which will standardize background check requirements across appointment types as well as reduce administrative burden and cost for campus hiring departments. These changes apply to background checks initiated on or after September 1, 2020:

 

Component

Current Policy/Procedure
Through August 31, 2020
New Policy/Procedure
Effective September 1, 2020
Background check
validity period
Background check results will be valid for a period of six (6) months from the date the background check was completed as long as there are no adverse results.

 

Background check results will be valid for a period of twelve (12) months from the date the background check was completed as long as there are no adverse results.

 

SHRA and EHRA Non-Faculty Employees Temporary SHRA or EHRA Non-Faculty employees are exempt from background check requirements if the employee returns to the same department doing same or similar work following a State-mandated 31-day break as long as break in service does not exceed 90 days.

 

Permanent SHRA or EHRA Non-Faculty employees who change to temporary SHRA or EHRA Non-Faculty positions are required to undergo a background check.

 

Temporary SHRA or EHRA Non-Faculty employees are exempt from background check requirements if the employee returns to the same department doing same or similar work following a State-mandated 31-day break as long as break in service does not exceed 120 days.*

 

Permanent SHRA or EHRA Non-Faculty employees who change to temporary SHRA or EHRA Non-Faculty positions are exempt from background check requirements as long as break in service does not exceed 120 days.*

 

UNC ORP Retirees All retirees are required to undergo a background check upon return to the university. UNC ORP retirees are exempt from background check requirements if the retiree returns to the university in a temporary or unpaid appointment within 120 days of retirement.*
Faculty (All Types) Faculty who are rehired following a break in service are not required to undergo a background check.

 

Faculty who are rehired following a break in service are required to undergo a background check.

Clarification: Temporary Faculty changing to permanent Faculty must undergo a background check.

Tenured Faculty Faculty who will be conferred tenure are not required to undergo a background check. Faculty who will be conferred tenure are required to undergo a background check.
EHRA Adjunct Faculty with Intent to Pay Adjunct Faculty (with Intent to Pay) are required to undergo a background check at the time of initial appointment. Tenured or Fixed-Term Faculty changing to Adjunct Faculty (with Intent to Pay) are not required to undergo a background check.*
EHRA Adjunct Faculty with No Intent to Pay Adjunct Faculty (with No Intent to Pay) are required to undergo a background check at the time of initial appointment. Tenured, Fixed-Term or Adjunct Faculty (with Intent to Pay) changing to Adjunct Faculty (with No Intent to Pay) are not required to undergo a background check.*
Note:
*If driving is a primary function of the job, a “Motor Vehicle Report (MVR) Only” check must be conducted even if a full background check is not required.

 

We hope that these process improvements will lead to greater efficiencies in the background check process. For more details, please refer to the Policy on Background Checks for Faculty and Non-Faculty Employees, Student Employees and Affiliates and Background Check Policy Supplemental Procedure.

Please contact Fitzgerald Young, Background Check Supervisor, at (919) 962-5742 or fitzyou@email.unc.edu, if you have questions.

Categories: HRO
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