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Background Investigation

Responsible Department
Human Resources
Effective Date
12/17/2015
  1. .

    Purpose

    The purpose of this policy is to ensure that prospective employees and unpaid affiliates/volunteers undergo specific background checks as an indicator of their trustworthiness, and that existing employees and volunteers also conform to appropriate standards.

  2. .

    Definitions

    1. Background Investigation – An investigation consisting of a criminal background check (including social security number check and, for positions with access to or responsibility for money and/or a Purchasing Card, a credit check), confirmation of academic credentials, and confirmation of employment history.

    2. Background Investigation Committee (BIC) – The administrative committee required by the University System of Georgia and charged with determining questions of suitability of hire. It is suggested that the committee have a minimum of three members and not more than five members and include a representative from the Human Resources Department, the applicable Hiring Department, and the Public Safety Department.

    3. Consent Form – A form authorizing the University to conduct a criminal background check. All employment finalists at the University are required to sign a Consent Form to be considered for employment or promotion with the University. (Consent form can be found on the University’s Human Resources site.)

    4. Hiring Department – The department hiring a new employee (whether internally or externally), or promoting an existing employee.

    5. Hiring Official – An employee of the HR Department who handles new hires.

    6. Minor – Any person under the age of 18

    7. Position of Trust – Sensitive positions that involve responsibilities demanding a significant degree of public trust with significant risk for causing damage or realizing personal gain to include but not limited to: positions that involve interaction with minors (anyone under the age of 18), security access, after-hours access to facilities, access to financial resources (including Purchasing Cards), delivery of patient care, access to patient information, or positions that have been otherwise identified by the hiring official to require a more extensive background investigation. (The Human Resources Department shall be responsible for evaluating and maintaining a “Positions of Trust” list for the University.)
  3. .

    Statement

    1. In compliance with the Board of Regents of the University System of Georgia policy, it shall be a condition of employment with the University of North Georgia (UNG) to submit to a background investigation. Offers of employment shall be conditional pending the result of the background investigation, which shall include, at a minimum, the following:

      1. A state and federal criminal history check covering a minimum of seven (7) years;
      2. A nationwide sex offender search; and
      3. A social security number check; and
      4. For all professional, faculty and academic positions, an academic credentials check.

    2. All background investigations shall be conducted through the University’s Human Resources Department.

    3. Offers of employment for a position of trust will be conditional, pending the result of a state and federal criminal history check covering more than seven (7) years.

    4. A background investigation shall also be performed on any existing employee being transferred, reassigned, reclassified or promoted to a position of trust unless a background investigation conforming to this policy and applicable procedure has been performed on such employee within the past year of the anticipated action.

    5. Any existing employee that is transferred, reassigned, reclassified or promoted into a position requiring a Purchase Card, when they have not been assigned a Purchase Card previously, must submit to a credit check. Existing cardholders are subject to a background check before next renewal of card.

    6. A candidate for employment, who has previously worked for the University, will be subject to a background investigation if the candidate has been separated from the University for a period of one year or more.

    7. Background investigations are not required for most student employees unless they are working in a position of trust.

    8. A candidate must not start work until a successful background check has been completed.

    9. Current employees charged with or convicted of a crime (other than a minor traffic offense) must report any such event to the University for a review of how that event might affect their employment.

    10. Background investigations will be required on all employees, student employees, part-time employees, and unpaid affiliates/volunteers that interact with minors.
  4. .

    Support Info

    1. The “Human Resources Administrative Practice Manual” published by The Board of Regents of the University System of Georgia contains the guidelines all USG entities must follow. The portion of that document which pertains to this policy can be referenced at http://www.usg.edu/hr/manual/background_investigation.

    2. This policy replaces NGCSU policy 801.0.
  5. .

    Procedures

    1. “Background Investigation – Procedures” will be maintained by Human Resources.

    2. Any procedures related to this policy must comply with and reference this policy

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