The Criminal Background Check Process HR Policy 1.3.5 Section III.B Criminal history background checks must be performed on all Hourly Student Employees in security-sensitive positions.

Does my Student Assistant have to do a background check?

Definition of Security Sensitive Position Are they in a security sensitive position? YES Any position in which the employee handles currency Has access to a computer terminal Has access to a master key Works in the vicinity of minors Works in an area of the institution which has been designated as a security-sensitive area. All areas of the institution are considered security- sensitive areas for purposes of this policy. Definition of Security Sensitive Position Policy 1.2.18

What if they already had a job on campus? Probably Due to Department of Public Safety privacy regulations we cannot release information to a new department manager or supervisor regarding the existence of a previous background check. Please don’t call and ask, we can’t tell you. All “new hire” positions require a Texas DPS Criminal History Check Authorization form be submitted to the Career Center. Authorization form will serve as permission to release information if a background check has already been completed Authorization form will allow the CHC to be completed if one has not been done previously

What about Student Assistants who already work for me? No…unless… You do not need to do a background check for current student assistants. You do not need to do a background check for ePAR submissions submitted as an “Employee Change Within the Department” You DO need to do a background check for all student assistants that require a “new hire” status on their ePAR, even if they already work in the department. (Before you complete a new hire make sure you can’t do a change ePAR instead.)

What if the position requires a background check through Risk Management? No (if you have documentation) Some positions involving young children require a more extensive, state mandated, background check which is completed through UNT’s Risk Management office The Career Center will accept Risk Management’s background check, simply attach confirmation of the authorization to work to the ePAR. We cannot approve the ePAR without confirmation the CHC is complete.

When does a new hire need to do the background check? Once you decide you want to hire the student have them complete the CHC form The student cannot start working until AFTER you have received notification that their CHC is complete and they are authorized to work Policy section B.4

The Form

Additional Info We Need Please add at top: Student Birthdate (MM/DD/YR) UNT Student ID # Hiring Department Job they are being hired for (Job ID) Name of person in department to notify when CHC is complete (supervisor or admin) Additional Info We Need

DPS Requirements We must have the original form with a “wet signature” No scans or faxed forms accepted as they do not meet DPS signature requirements Name and birthdate check only Accuracy is critical. If we can’t clearly read the students name we will return the form to your office to be redone.

Adverse Reports The Career Center will determine if a student with an adverse report is eligible to hire based on several criteria Policy section B.2.i-vi Career Center will notify you by email if the student is authorized to hire or is not authorized to hire Students with adverse reports who wish to dispute the accuracy of a finding may visit the Career Center for instruction on how to complete a finger print based search with the DPS

ePAR Do not submit an ePAR until you have received an email authorizing the student to begin working. Any ePAR submitted prior to the completion of the background check will be denied.

Links http://studentaffairs.unt.edu/sites/default/files/dps_cch_updated.pdf http://policy.unt.edu/sites/default/files/untpolicy/1.3.5_Employment_of_Stu dents_for_Hourly_Positions_April2016.pdf https://policy.unt.edu/policydesc/criminal-history-background-checks- applicants-general-student-employment-1-2-18