Background Check Procedures

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Policy Name:  Background Check Procedures
Policy ID Number:  03-04-010
Version Effective Date:  November 2006
Last reviewed on: January 1, 2019

Applies To:  University Wide
Responsible Office:  Human Resources
 

INTRODUCTION AND STATEMENT OF PURPOSE
New Jersey City University (NJCU) is committed to ensuring that it’s academic and research missions are supported by qualified faculty and staff, and that its community is safe.  NJCU is also committed to taking meaningful actions to protect its finances, property, and other assets.  This policy sets forth NJCU’s procedures for conducting pre-employment background checks for all positions.

POLICY
Background Check Procedures

  1. All candidates offered employment must sign and complete a background check form.  All candidates that accept employment are subject to a criminal background, education background check, motor vehicle records check and if applicable, fiduciary check, as determined by the University. The candidate’s signature authorizes the University to investigate all statements made on the application and authorizes educational institutions, employers and others to respond to questions concerning information contained in the application.
  2. All prospective hires for applicable jobs must complete, “Notice and Authorization of Use of Consumer Reports for Employment Purposes” and receive a copy of “A Summary of Your Rights Under the Fair Credit Reporting Act,” as governed by the New Jersey Fair Credit Reporting Act, N.J.S.A. 56:11-28 et seq. and the Federal Fair Credit Reporting Act, U.S.C.A. 15 U.S.C.A. 1681 et seq.
  3. Conditional job offers may be extended pending the satisfactory results of all relevant checks. Offer letters will include language that employment is contingent upon applicable background checks.
  4. If the background check or fiduciary check negatively impacts a candidate’s employment, the Human Resources Department will, except where employment is expressly prohibited by law, review each case individually and consider factors such as, but not limited to, the nature and age of the crime reported, the position sought and related responsibilities, the candidate’s employment history and references.
  5. Prior to taking any adverse employment action based on information contained in a background check, the Human Resources Department will provide the candidate with a notice that includes a copy of the report, the company who provided the report and a copy of “A Summary of Your Rights Under the Fair Credit Reporting Act.”
  6. After taking an adverse employment action based on information contained in a background check, the Human Resources Department will provide the employee or candidate with a notice that includes the name, address, and phone number of the company that supplied the report;  the candidate's/employee’s right to dispute the accuracy or completeness of any information; and if requested, a copy of the report from the company
  7. Data collected from any of these background checks will be kept confidential; separate from the personnel folder and not accessible to supervisors, managers and others.

Fiduciary Check
Positions
In addition to the background checks required of all new hires, the University requires fiduciary checks for individuals hired for the following positions:

  • President
  • Provost
  • Associate/Assistant Provost
  • Vice President
  • Associate/Assistant Vice President
  • Dean
  • Controller
  • All Controller’s Office Employees
  • Director of Athletics
  • Director of Financial Aid
  • Director of Auxiliary Services
  • Director of Grants and Sponsored Programs
  • Director of Development
  • Director of Annual Giving
  • Director of Small Business Development Center Any other positions involving budgetary or cash operations

DATE TO INITIATE REVIEW AND UPDATE
As deemed necessary or appropriate by the Policy Coordinator but at a minimum, at least every 5 years from the date of last review.