| Who |
What |
| Hiring Department |
● Makes contingent offer to finalist candidate that states "This offer is contingent upon the
successful completion of a Background Check conducted by Human Resources."
● Candidates may not commence work prior to completion of the background check.If an
exception is needed, contact Background Check Program Manager. |
| Candidate |
● Accepts contingent offer. |
| Hiring Department |
● Completes top section of Background Check Disclosure & Release form.
● Provides form to candidate (by e-mail, fax, US mail, or pick-up by candidate).
● Instructs candidate to return form to Background Check Program by the specified date.
● Sends either Application, CV, or Resume for jobs not posted in People Admin to Background
Check Program. |
| Candidate |
● Completes Background Check Disclosure and Release form.
● Returns form to Background Check Program (by e-mail, fax, US mail, or drop off
at Human Resources).
● Notifies hiring department that form has been submitted to Background Check Program, so
department knows the status. |
| Background Check Program |
● Requests appropriate background checks from vendor. |
| Background Check Vendor |
● Conducts checks and provides results to Background Check Program. |
| Background Check Program |
● Reviews Disclosure & Release Form, results from vendor, and Application/CV/Resume. Sends
e-mail to hiring department stating one of the following:
1) Employment endorsed.
2) Candidate disqualification based on falsification.
3) Non-endorsement of candidate based on the background check results as they relate to the
position. |
| Hiring Department |
1) Sets start date with candidate if endorsed.
2) Notifies candidate of falsification and start new search.
3) Contacts Background Check Program Manager if interested in employing a non-endorsed
candidate within 48 hours of receiving the email or contact candidate of non-endorsement
and start new search. |
| Background Check Program |
● If individual is disqualified based on falsification or non-endorsement, notifies candidate via
letter which informs the candidate of their rights under the Fair Credit Reporting Act (FCRA).
● If exception was granted to allow the candidate to start work, Background Check Program notifies Employee Relations to work with the hiring department on separation.
● If current employee, Background Check Program notifies Employee Relations to work
with the employee's current department on disciplinary action up to and including dismissal. |
VOLUNTEER |
| Who |
What |
| Hiring Department |
● Completes top section of Background Check Disclosure & Release form.
● Provides form to volunteer (by e-mail, fax, US mail, or pick-up by candidate).
● Instructs volunteer to return form to Background Check Program by specific date.
● Volunteer may not start activities prior to completion of the background check. If an
exception is needed, contact Background Check Program Manager. |
| Volunteer |
●Completes Background Check Disclosure and Release form.
● Returns form to Background Check Program (by e-mail, fax, US mail, or drop off
at Human Resources)
●Notifies department that form has been submitted to HR, so department knows the status |
| Background Check Program |
● Requests appropriate background checks from vendor. |
| Background Check Vendor |
● Conducts checks and provides results to Background Check Program. |
| Background Check Program |
● Reviews Disclosure & Release Form and results from vendor. Sends e-mail to hiring
department stating one of the following:
1) Volunteer endorsed.
2) Volunteer disqualification based on falsification.
3) Non-endorsement based on the background check results as they relate to the position. |
| Hiring Department |
1) Sets start date with volunteer if endorsed.
2) Notifies volunteer of falsification and start new search.
3) Contacts Background Check Program Manager if interested in still using a non-endorsed
volunteer within 48 hours of receiving the email or contact volunteer of non-endorsement
and start new search. |
| Background Check Program |
● If individual is disqualified based on falsification or non-endorsement, notifies volunteer via
letter which informs the candidate of their rights under the Fair Credit Reporting Act (FCRA).
● If exception was granted to allow the volunteer to start, volunteer will immediately be removed
from role. |
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Does not apply to undergrad and grad students whose work is incident to their primary role as an NC State University student. |
| NOTE on STUDENTS |
Does apply to individuals whose primary role with NC State University would be characterized as an "employee" rather than primarily as a student, whether working as a temporary or regular employee. |
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Does apply to individuals who are students at institutions other than NC State University, whether working as a temporary or regular employee. |
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Policy, Regulations
and Rules, REG 05.55.8 |
http://www.ncsu.edu/policies/employment/recruit/REG05.55.8.php |
| Disclosure & Release Form |
http://www.fis.ncsu.edu/hr/forms/employment/background/checkrelease.pdf |
| Disclosure & Release Form Continuation Sheet |
http://www.fis.ncsu.edu/hr/forms/employment/background/checkreleasecont.pdf |
| Temporary Application |
http://www.fis.ncsu.edu/hr/forms/employment/tempapp_noutsfil.pdf |
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