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Background Check

Overview

The University conducts background checks to promote a safe work environment; protect key organizational assets such as people, property and information; and enable the hiring authority to make prudent hiring decisions based on more comprehensive job-related information. Transfers, promotions, reclassifications, reassignments and new hires are all subject to the policy which identifies critical positions requiring background checks. Fingerprinting is also required for certain positions. The full policy is found in PPSM Appointment 21, Section VI.

Criteria and Types of Background Checks

The critical functions requiring a background check, the types of background checks required for each critical function, and some typical positions and tasks that perform the critical functions can be found in the Background Check Critical Functions Guide which is part of the UCOP Procedures for PPSM Appointment 21.

Posting a Critical Position

When a background check is required for a new position, the position is posted with a Note: Successful completion of a background check is required for this critical position. As you create the posting in  CATS you check the box for the critical function which requires a background check for this position.

Offer

A critical position may be offered to a final candidate before the successful clearance of a background check. The candidate can be employed in the position but they need to be informed in the offer letter that continued employment is contingent on the approval of the background check and/or fingerprinting.

Process [Department Instructions]

Departments request a background check by completing the forms:

• Background Check Disclosure and Authorization Form
• Authorization and Release for the Procurement of a Consumer, Investigative Consumer or Business Report
• Background Check Recharge Account Information

These forms are sent to Employment & Staffing Services. They fax the forms to Kroll Background America, Inc. which conducts the check. When the results are sent from Kroll, Employment notifies the department and sends a copy of the report to the employee. They then recharge the account provided for the completed check.

For fingerprinting, the employee and the department also complete a three-part Request for Live Scan Service form and a UCB Employee/Applicant Release and Disclosure form (available from Employment & Staffing Services). The employee calls the UC Berkeley Police department for an appointment and brings the completed forms to the appointment. The check is sent to the FBI and Department of Justice, and usually takes 30 days. The results of the fingerprint check are sent to Employment & Staffing Services, and they notify the department. UC Berkeley Police Department receives the entire criminal history or record, and sends a letter of the results to every person fingerprinted. The letter will be sent immediately if there is not a criminal history. If a criminal history is reported, the results are sent to the UC Criminal Background Check Review Committee for review. The Committee will decide within 7 business days if the criminal history disqualifies the employee/applicant from the new position/duties. The committee will inform the UC Berkeley Police Department of their decision.

Recordkeeping and Reporting

The Employment & Staffing Services unit maintains a confidential log of all background checks completed for critical positions at UCOP.