Criminal Background Checks for New Hires
Criminal background checks (CBCs) are obtained for all regular merit, professional and scientific, and faculty positions at the time candidates are selected for hire. Candidates for temporary merit, professional and scientific, fixed-term faculty, and student staff (including graduate teaching and research assistant) positions that have been designated security sensitive by the appropriate dean or vice president also are checked at the time of hire. For more information, please review the Criminal Background Check Policy, Policy Manual (effective 12/1/05).
For use in evaluating the need for a CBC:
Criminal Background Checks for Internal Transfers
A criminal background check (CBC) is required on the final candidate for all regular faculty and staff positions. A CBC is required for temporary and student (including graduate assistant) positions designated as security-sensitive.
The following information states expectations related to conducting a criminal background check when a current UI employee transfers to a different UI position. In both scenarios, the internal candidate must complete a CBC disclosure and authorization form, including the conviction disclosures discussed below.
Conviction Disclosure
Situation: Employee transfers from a position for which a CBC was not conducted at the point of hire to any regular position or to a temporary or student (including graduate assistant) position designated as security-sensitive.
Action: CBC required
Conviction Disclosure
Situation: Employee transfers between any position where a CBC was conducted at the point of hire to any regular position or to a temporary or student (including graduate assistant) position designated as security-sensitive.
Action: A college/division may elect to conduct a CBC or, if a CBC was conducted within the past twelve months, choose to review the results of the original CBC to determine nexus of conviction(s) to the new position.
Considerations
If the employee discloses a conviction(s) between the most recent hire date and the date of transfer, conduct a CBC to verify the conviction.
Colleges/divisions should establish a uniform practice to follow in all similar circumstances and follow it consistently.
When you are uncertain of whether a CBC was previously conducted, contact Keith Becker at keith-becker@uiowa.edu or 319-335-2664.
In addition to a criminal background check it is also recommended that you conduct a reference check to gather additional information. Information received as part of the reference checking process cannot be used to deny a contract transfer but may assist with onboarding. See more information on the process for checking references on current or former employees.
Criminal Background Check for Volunteers
The University of Iowa criminal background check (CBC) policy does not require checks on volunteers, however, you may choose to conduct a background check. Please see the following resources regarding volunteer background checks.
Reference Materials
Criminal Background Checks for Individuals Working With Minors
Anyone (including graduate/undergraduate assistants, bi-weekly student employees, faculty, staff, volunteers, consultants) who works in a university program with minors who will or may have direct contact with minors in the course of their university role, must have a criminal background check when they are hired or when job responsibilities are added that involve contact with minors. Seasonal employees are required to have a new background check when they are rehired. Current employees who continue to work with minors must have a new background check at least every five years.
For more information, please review the University Programs with Minors Policy.
Credential Verification
- Notification and Authorization for Release of Information for Credential Background Check (pdf): Applicant returns to hiring department.
- Summary of Your Rights Under the Fair Credit Reporting Act (pdf): Provide hard copy with release form.
- Use Degree Verify as first option to verify degrees.
Credential Verification
Sex Offender Information
The federal Campus Sex Crimes Prevention Act, enacted on Oct. 28, 2000, requires institutions of higher education to issue a statement advising the campus community where law enforcement agency information provided by a state concerning registered sex offenders may be obtained. In accordance to federal law, the UI Department of Public Safety provides a link to the Iowa Sex Offender Registry.
This act also requires sex offenders already required to register in a state to provide notice of each institution of higher education in that state at which the person is employed, carries a vocation, or is a student. Iowa law requires a person who has been convicted of a sex offense crime anywhere to register with the sheriff in the county in which they reside and, if the person attends or works for an institution of higher education, register with the sheriff in the county in which the institution is located.
Information about sex offenders is maintained by the Iowa Department of Public Safety and can be accessed at http://www.iowasexoffender.com. Locally, a public list of registrants containing photos, descriptions, and last known addresses of such individuals is available at the Johnson County Sheriff’s office 319-356-6020. For additional assistance, contact the UI Department of Public Safety at 319-335-5022.