CRIMINAL BACKGROUND CHECK POLICY

1. CRIMINAL BACKGROUND CHECK POLICY WHO, WHAT, WHY,WHEN, HOW

2. WHO • ALL NEW EMPLOYEES • INCLUDES: • FACULTY • ACADEMIC STAFF • ADMINISTRATIVE STAFF • CLASSIFIED STAFF – NEW TO STATE SERVICE • LTE (LIMITED TERM HOURLY) • STUDENTS • KIDS, CASH, KEYS-RESIDENCE LIFE, CASHIERS, SAC, PAYROLL, STUDENT HEALTH • CHILD CARE CENTER AND UNIVERSITY POLICE WILL CONTINUE TO CONDUCT THEIR OWN BACKGROUND CHECKS

3. WHAT • CRIMINAL BACKGROUND CHECK • SUBSTANTIALLY RELATED TO JOB

4. WHY • PROVIDE SAFER CAMPUS ENVIRONMENT FOR STUDENTS, EMPLOYEES AND VISITORS • UW-SYSTEM POLICY REQUIREMENT

5. WHEN • EFFECTIVE DATE – JANUARY 1, 2008 • ALL NEW UW PARKSIDE EMPLOYEES WITH APPOINTMENTS BEGINNING 1/1/08 OR LATER

6. HOW • HUMAN RESOURCES WILL INITIATE THE CRIMINAL BACKGROUND CHECK • UPON NOTIFICATION BY HIRING DEPT OF INTENT TO HIRE AN INDIVIDUAL • FINALIST(S) ASKED TO PROVIDE SUPPLEMENTAL INFORMATION IN ORDER TO BEGIN CHECK • OUTSIDE VENDOR CONDUCTS BACKGROUND CHECK AND PROVIDES RESULTS TO HR • RESULTS KEPT CONFIDENTIAL – IN LOCKED FILE SEPARATE FROM PERSONNEL FILE

7. HOW (continued) • IF BACKGROUND CHECK UNCOVERS CHARGES • CASE BY CASE BASIS REVIEW • NATURE OF OFFENSE • ELAPSED TIME • AGE AT TIME • TYPE OF OFFENSE • NATURE OF POSITION • AUTONOMY, AUTHORITY, SUPERVISION • SENSITIVE RECORDS

8. Criminal Background Check - Flowlog Department Responsibilities Finalist(s) selected by the department/hiring authority. The department/hiring authority goes on-line to: www.uwp.edu/departments/human.resources/Criminal Background Check/NewHireNotification.cfm for on-line completion and submission of the “New Hire Notification Form”. The information MUST be submitted on-line By completing this form HR is notified to request consent for a CBC from the applicant(s). * Note: The hiring authority/department may make written offer contingent on successful completion of a CBC Does HR Start the CBC Process? No Yes The department/hiring authority notifies HR to start the CBC when applicant becomes final candidate. The department/hiring authority waits for notification from HR before employing the applicant.

9. Human Resources receives the “New Hire Notification” via email. Criminal Background Check - Flowlog Human Resources Responsibilities Unclassified Employees Linda Busha (Peg Lawton) Classified Employees Peg Lawton (Karin Basken) Student Employees Diane Tourangeau (Karin Basken) LTE Employees Karin Basken (Peg Lawton) Print out notification. Determine if CBC needed and set up individual file and log sheet. Indicate on CBC log the date the email was received Indicate on CBC log when the Job Application Supplement is sent to applicant. File the “New Hire Notification” form in individual CBC file in locked central file location. The “Job Application Supplement” and cover letter is sent out to the prospective employee via email or U.S. mail (depending on preference.) The “Job Application Supplement” is returned to HR by applicant. Was HR asked to hold the CBC? No Proceed with CBC. Notify HireRight via data entry. Record on log, File supplemental info in applicant CBC file. Yes Hold information in file until asked by department/hiring authority to proceed

10. HireRight HireRight receives information to begin background check Human Resources is notified of results. If a successful (positive) check is received from HireRight: record in log notify hiring authority/department to continue hiring process. If a negative check is received from HireRight: record on log notify CBC Review Team to determine if there is a substantial relationship If a substantial relationship is NOT determined, the employee can be considered. Notify hiring authority/department Record in log If a substantial relationship is determined, the employee should not be considered. HR Director notifies applicant via letter. Important Note: The applicant has 5 days to refute the charges. Review team reviews refuted information

11. New Hire Notification

12. New Hire Notification

13. New Hire Notification