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Policy Manual – Employment Background Screening Policy

HUMAN RESOURCES AND LABOR RELATIONS
Section 415 Employment Background Screening Policy

Effective: 3/18/2013
Last Revised: 3/18/2013
Responsible Office: Human Resources & Student Affairs

The Employment Background Screening Policy was approved by the Board of Trustees on March 18, 2013.  It will be implemented after development of procedures and selection of a vendor.

Policy Statement:

 

A safe and secure environment for all members of the University community, employment of qualified faculty and staff, and protection of University funds, property, and other assets are necessary to support the University of Maine System’s academic, research, and public service missions and to fulfill the University’s fiduciary responsibilities for prudent use of public funds.  Consequently, appropriate background screening will be conducted for all individuals recommended for faculty and staff positions consistent with the Procedures for Employment Background Screening.

Background screening shall include reference checks, employment and educational verification, license verification and motor vehicle license checks (where applicable), and criminal history for all positions.  For positions with special responsibilities, credit history and sex offender history will also be required.

Negative information that is received through background screening about a finalist who has been recommended for a position or an employee who is assigned special responsibilities is not an automatic bar to employment, transfer, or promotion.  The applicant or employee will be provided with an opportunity to explain or refute the information obtained.  An individualized decision about suitability for employment, transfer, or promotion will be made by the hiring or employing department in consultation with the university Human Resources office based on relevant job-related considerations and the nature of the information.

After hire a university employee who is convicted of a criminal offense that is related to his or her job responsibilities shall promptly disclose the conviction to the employee’s supervisor.  The supervisor and department head will consult with the university Human Resources office and will conduct an individualized review to determine whether the conviction is relevant to the employee’s ability to perform the responsibilities of the position.  Failure to disclose a criminal conviction that is related to job responsibilities in a timely manner could lead to disciplinary action, up to and including termination of employment.

Additional background screening beyond that covered in the Procedures requires consultation in advance with the System Office of Human Resources.