ACD 126: Reference Check and Background Verification
To require verification of the backgrounds of all finalists being hired
Arizona Revised Statutes § 15–1649
Arizona Board of Regents Policy Manual - 6–709
Administrative, classified, and university staff
In order to create a safe and secure work and learning environment and to ensure that Arizona State University (ASU) employees are qualified to perform the jobs for which the university hires them, ASU will conduct a pre-employment reference check and a background investigation for the final candidate(s) applying for positions at the university.
A reference check and background investigation will be conducted on the finalist(s), including current employees who apply for such positions, for classified, university, and administrative staff, faculty, postdoctoral scholar, and academic professional positions.
An additional level of background investigation requiring a fingerprint check will be conducted for positions designated as security or safety-sensitive, as well as for such other designated positions as appropriate.
Employment is contingent on the successful completion of the background-check process. ASU may refuse to hire the finalist, may rescind an offer of employment to a finalist, or may review and terminate the employment of a current employee not successfully completing the background-check process.
Information on the procedure and appropriate forms necessary to complete background checks can be accessed at the Office of Human Resources website.
As part of the hiring process, ASU requires disclosure of relevant employment, education, and criminal history information. ASU will conduct a variety of checks to ensure the accuracy of the information provided and the eligibility of the final applicants for each open position.
The hiring authority or a designee shall check references and verify the educational credentials, employment histories, and past performance of a finalist before he or she extends a final offer of employment.
When a current ASU employee transfers to another ASU position or a former ASU employee is rehired within sixty (60) days from his or her last day of employment, a criminal background check is not required of the new position unless the employee has not had a criminal background check during his or her previous employment with ASU. If the position is security or safety-sensitive, per ARS 15-1649, the employee shall submit a full set of fingerprints to the university for the purpose of obtaining a state and federal criminal records check pursuant to §41-1750 and Public Law 92-544.
Finalists for specific positions may be required to have one or all of the following background checks:
The finalist for a security or safety-sensitive position at a university that is under the jurisdictions of the Arizona Board of Regents shall be fingerprinted as a condition of employment. The finalist shall submit a full set of fingerprints to the university for the purpose of obtaining a state and federal criminal records check pursuant to ARS 15-1649 § 41-1750 and Public Law 92-544. The Police Department may exchange this fingerprint data with the Federal Bureau of Investigation. Current Arizona fingerprint clearance cards will be accepted.
Security or safety-sensitive positions shall be designated by ASU and shall include, but not be limited to, the following:
Additional pre-employment screening required by statute, contract, or policy is not discretionary and shall be coordinated by OHR.
A signed authorization from the finalist is required before criminal record information or background information may be requested. This information will be collected in coordination with OHR. If a finalist refuses to provide such authorization, the individual will be ineligible for consideration for such position.
The hiring department will coordinate with the third-party vendor regarding all background verifications. The vendor will send the reports to OHR upon the completion of the verification process.
Should one of these reports produce information that might prompt an adverse employment action for a current employee, OHR will work with the hiring authority to conduct a background investigation review to evaluate the value of the current information against the total past employment record and future employment potential.
When considering whether to employ an individual with a criminal history, during the background investigation review, many factors will be assessed, including:
The finalist has a minimum of five days to refute, explain, or correct the information. If there is no change in status within five days, the finalist will be withdrawn from the candidate list. If the finalist is a current employee, his or her suitability for continued employment will be evaluated. In some cases, presidential approval may be required before an offer of employment is extended.
ASU may refuse to hire a finalist, may withdraw a conditional offer of employment to a finalist, or may terminate an employee where the finalist has made a false representation of material fact or omits providing material factual information in the employment process.
In some cases, an outside vendor may uncover information that may disqualify a finalist from further employment consideration. In such a case, ASU will notify the finalist of the information and provide a minimum of five business days for the finalist to refute, explain, or correct the information.
Only ASU designated employees may initiate a criminal background check and/or credit check or receive results. Results of all background checks will be kept confidential and will not be disclosed except to the extent necessary to administer and enforce this policy, as provided by law or pursuant to appropriate legal process.
The university may release the results of a reference check and background check to another university under the jurisdiction of the Arizona Board of Regents for employment purposes.