Building partnerships through collaboration.
Conducting a Background Check
A background check is a great tool to use to verify a candidate's credentials when selected as a finalist. A background check can be requested at the time an offer is made to a new employee.
Positions Requiring a Background Check
Background checks are conducted to mitigate risk and support the university’s fiduciary responsibility to protect the security, safety, and health of its community. Background checks are required for positions that:
- Are responsible for the health, safety and security of the university community and its students
- Have access to restricted or private data, or controlled substances
- Have broad access to facilities
- Have financial and business officer responsibilities
- Have roles as senior administrators
HR recruitment specialists will discuss whether or not a background check is required for your posting during the posting planning process. A background check may be required due to:
- Child protection act
- Department of state
- Drug enforcement agency
- Federal law
- Office of the department of education
- State law
- University, school or decanal area determination
Understand Your Role
A background check is a shared responsibility between the HR staff in both the department and central offices.
- The department is responsible for gathering the candidate information
- HR submits and monitors the request
Make an offer of employment:
- Prepare an offer letter of employment when the hiring proposal has been approved for contingent offer
When you receive the signed offer letter from the candidate :
- Provide the account number to be billed for the background check in the 'Please Provide Any Background Check Detail' field
- Attach a copy of the letter on the hiring proposal documents tab under 'Signed offer letter for background check'
Be sure to include the background check contingent offer language from the Pre-Employment Background Screening policy.
Background checks conducted by position type.
* The baseline check includes:
- Criminal felony and misdemeanor
- Social Security Number (SSN) trace
- National sex offender registry
- Widescreen national criminal search
| Job Type | Baseline Search * | Degree | Prof Credentials (when required) | Motor Vehicle - LENS and Clearinghouse (when required) |
|---|---|---|---|---|
| Classified Competitive | X | X | ||
| Classified Labor Class | X | X | ||
| Classified Non-Competitive | X | X | ||
| State Cleaners | X | X | ||
| Professional MC | X | X | X | X |
| Professional UUP | X | X | X | X |
| Research Foundation Exempt | X | X | X | X |
| Research Foundation Nonexempt | X | X | X | |
| UB Foundation Exempt | X | X | X | X |
| UB Foundation Nonexempt | X | X | X | |
Volunteers
| X | X | ||
Students
| X | X | ||
TA/GA's
| X | X |
Next Steps
- HR will update the UB Jobs hiring proposal with the final outcome once the check is complete
- HR will send monthly interdepartmental invoices for payment of completed checks
A background check takes 3-5 business days to complete.
Related Policies
Policies
Contact an Expert
UB Jobs Support Staff
Recruitment
Phone: 716-645-5627
Email: UB-Jobs@buffalo.edu
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