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The revised University of Illinois Policy on Background Checks was implemented on November 1, 2015 as directed by the Board of Trustees. The policy itself can be viewed on NESSIE. A summary of the major features of the policy and the steps UIC has taken with regards to implementation are detailed below:
Covered Employee Groups - Expanded from the previous inclusion of all "Security Sensitive" and all positions within the University of Illinois Hospital and Health Sciences System (UI Health), to now require all Academic Professional, Civil Service, Extra Help, Faculty, Hourly, Residents, and Postdoc Research Associates to undergo a Criminal Background Check prior to beginning work at the University. For other employee groups, a Criminal Background Check is required if the position is identified as Security Sensitive, Critical or subject to the University Protection of Minors policy.
Current Employees – While there are limited exceptions, current employees moving into a classification in the Covered Employee Groups, who have not undergone a Criminal Background Check in the last two years, are currently required to satisfactorily complete this check prior to beginning work in the new classification. Checks will also be required for current employees moving into a position working with minors or into a Security Sensitive position. UI Health requires Criminal Background Checks for all UIC employees transferring into the Hospital regardless of when the last check was completed.
Offer of Employment – All offers of employment are contingent upon the successful completion of a criminal background check and other applicable background checks. Therefore, all letters of offer must include the following standard verbiage, "This offer is contingent upon the successful completion of a criminal background check and other applicable pre-employment assessments".
Conditional Hires – Per Legal and outside counsel, no individual will be hired into a position until all criminal background checks and other pre-employment assessments have been completed and cleared successfully unless there are extenuating circumstances and prior approval has been obtained. The Vice Provost for Faculty Affairs may authorize a faculty member beginning work at UIC before all criminal background checks and other pre-employment assessments have been completed under extenuating circumstances. For all other employee groups, the Associate Vice Chancellor for Human Resources may authorize a staff member beginning work at UIC before all criminal background checks and other pre-employment assessments have been completed under extenuating circumstances. It is only under these circumstances where the Conditional Hire form must be completed and approved. Please note the updated version of the Conditional Hire Acknowledgement and Agreement Form. The previous version should no longer be used.
Requesting the Background Check – Once a final candidate has been selected, you may conduct the Background Check and other pre-employment assessments on that candidate. This should occur prior to finalizing an official start date. We strongly recommend submitting all checks at least 3-4 weeks prior to the suggested started date. (Keep in mind that while Background Checks are typically completed within 7-10 business days sometimes a longer time frame occurs. All checks are run through the Illinois State Police, so delays may occur that are outside of our control).
For all jobs sourced within HireTouch, you may request the Background Checks directly through HireTouch. For jobs sourced outside of HireTouch, you will be required the use the applicable paper forms (i.e. Background Check Demographic, Disclosure, and Authorization forms) which are located on the UIC Human Resources Background Check Compliance page.
Results of the Check – When the Criminal Background Check is successfully completed and there are no misdemeanor or felony convictions identified, the hiring recruiter/unit is informed to proceed with their next step on the applicant. Please note that a copy of the official email clearance sent from HireTouch or the HR Service Center must be attached to the HR Front End transaction. The Conditional Hire form should only be attached if prior approval of the conditional hire has been granted. Should there exist a conviction in the applicant’s record, the applicant is informed as to the process for correcting any incorrect records as well as how to demonstrate their suitability to perform the job even with a criminal history.
For questions about the Background Check policy or process, please contact Odell Richmond email@example.com at 312-996-6356. You may also email the Criminal Background Check processing listserv at firstname.lastname@example.org for specific processing related inquiries.
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