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UC DAVIS:HUMAN RESOURCES October 14, 2002 DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND CAMPUS ADMINISTRATIVE OFFICERS RE: Background Checks for Critical Positions NEW PROCEDURE - EFFECTIVE OCTOBER 1, 2002 The University of California requires that all campuses conduct background checks prior to making the final appointment or assignment of duties to a critical position. A "critical" position is one that is responsible for the care or safety of human beings and/or the security of University resources. The Davis campus has had an on-going background check procedure in place for several years to be in compliance with the University's Staff Appointment Policy 21. With changes in technology, the need to improve the procedure for conducting background checks in general, and to clearly define "critical positions," it became necessary for us to revise our background check procedure. The revised procedure, which outlines the process and departmental responsibilities in detail, is located at http://www.hr.ucdavis.edu/Pubs/All/Backgrounds. All campus managers/supervisors must follow this revised procedure effective October 1, 2002. COST TO DEPARTMENTS FOR BACKGROUND CHECKS The cost for each check will be $149.00 for staff titles and $62.00 for student titles. Background checks will now be conducted by electronically transferring fingerprints using LiveScan to the Department of Justice and the Federal Bureau of Investigation. The background check policy applies to new hires, waivers of recruitment, employment contracts, transfers, promotions, and reclassifications of "critical" staff and student positions. The policy covers all represented and non-represented Senior Managers, Managers and Senior Professionals, Professional and Support Staff, student positions and volunteers. "Critical positions" are defined as positions that have or require: 1. Master key access to University facilities (e.g., custodians, police, telecommunications crew, facility managers and other staff or student positions with master key access to any facility/building and/or campus residence). 2. Direct responsibility for the care, safety, and security of human beings, or the safety and security of personal or University property (e.g., physicians, nurses, student affairs officers, counseling psychologists, residence hall supervisors, coaches, or other staff or students providing professional counseling services directly to students and /or transporting staff or students). 3. Direct access to or responsibility for controlled substances (e.g., pharmacists, pharmacy assistants, physicians, nurses, and any other staff who have access to drugs used in medical offices and/or laboratories). 4. Extensive authority for committing the financial resources of the University (e.g., ALL MSP and Sr. Manager positions, directors, assistant/associate directors, management services officers, accountants, architects, buyers, and other staff that have the responsibility for approving purchases or committing financial resources). 5. Direct access to or responsibility for cash, checks, or University property disbursements or receipts (e.g., cashiers, accountants, parking representatives, storekeepers, and other staff responsible for petty cash, distribution of employee salary or reimbursement checks, invoice approval and payment). In keeping with policy requirements, please be aware that final appointment to a critical position is contingent upon the successful completion of a background check. A background check will normally take up to 7 working days to complete. If you have questions or need additional clarification of the attached implementing procedures please contact the following individuals: * Manager and Senior Professional (MSP) positions and Senior Management (formerly "Executive") positions, contact Linda Fairfield at 752-3954. * Employment of Professional and Support Staff (PSS) positions, contact your Recruitment Specialist. * Reclassification to a "critical" position, contact Compensation Services at 752-9926. * Student positions, contact the Student Employment Office at 752-0228. DENNIS SHIMEK Associate Vice Chancellor - Human Resources Directive #02-136b
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