Background Screening Process
Purpose
The college conducts background checks to promote a safe work environment, protect key organizational assets such as people, property and information, and enable the hiring manager to make prudent hiring decisions. Human Resources will coordinate the background check process with a third-party provider to review findings and make determinations based upon criteria set forth by the college.
Process
Human Resources will initiate the background check process after the selected candidate signs and returns the contingent job offer. Once human resources designee initiates the background check, the candidate will receive an email from the identified third-party vendor to enter their personal information and complete the online authorization and disclosures. Generally, the background check takes two to three business days to complete. All applicants, regardless of the results of the background check, will receive a copy of the report and description of rights under the FCRA.
For positions that require a specific license, such as Registered Nurse, Medical Assistant, or Counselor, individual departments follow their internal process for verifying licenses. Please note Reed will only check for criminal history records and not degree completion, unless specifically required for the position.
Implementation Dates
All staff new hires starting January 1, 2025 will be required to have a background check completed prior to being cleared to start employment with Reed.
All faculty new hires starting July 1, 2025 will be required to have a background check completed prior to being cleared to start employment with Reed.
Evaluation of results
Not all criminal convictions are considered to be job-related. Therefore, decisions about criminal convictions and employment will be made on a case-by-case basis. Findings that jeopardize the safety of students and other individuals on Reed’s campus will be deemed job-related and may be disqualifying.
Findings will be considered by the college based on the following factors:
- Nature and gravity of the offense(s),
- Time since conviction, completion of sentence or any other remediation,
- Degree of relevance to the position for which the candidate is being considered/employee is performing, and
- Whether hiring the applicant would pose an unreasonable risk to the college, its employees, its students, or others.
If no findings are identified on the background check report, Human Resources will then notify the hiring manager and/or the search committee that the background check was successful and the candidate has passed the pre-employment requirements.
If findings are reported on the background check, additional review of the background check will be required. The background check review process for staff will be conducted by the Vice President in the area and the Director of Human Resources. The background check review process for faculty will be completed by the Dean of the Faculty and the Director of Human Resources.
If findings are relevant to the nature of the position, the Director of Human Resources (staff) or the Dean of the Faculty (faculty) will rescind the offer of employment, ensuring adherence to all federal, state and local requirements including the Fair Credit Reporting Act (FCRA) requirements relating to pre-employment background checks.
Current, Rehires, and Seasonal/Temporary Employee Standards
Current employees
Current employees that initiate an employment change (e.g., application to a competitive recruitment or acceptance of a new position via direct appointment) will not require a background check for a new position unless the new position requires a background check for state or federal requirements or one is needed or advisable as a result of specific responsibilities of the new position.
Rehires
All candidates for rehire who have been inactive for more than one year from termination will be required to comply with this policy as part of the rehire process.
Seasonal/temporary employees
Employees appointed into a temporary or seasonal position, will be required to submit to a background check, unless they have been inactive for less than one year.
Reference Checks (Optional)
Electronic reference checks are an option for staff hiring managers to support final offers of a designated candidate. Hiring managers can elect to use electronic reference checks in lieu of contacting references directly themselves via phone. Reference checks are not a pre-employment requirement, but are encouraged during recruitments. All reference questions must be the same for all designated reference referrals in the same recruitment. The electronic reference questions are preset and can not be modified by the hiring manager.
The vendor does not provide a pass/fail recommendation. The vendor collects responses and information the designated candidate reference is willing to provide for hiring manager review and evaluation. There is no guarantee that enough details will be gathered to satisfy hiring manager needs.
Audit
Risk Management will complete an annual audit of completed background checks to ensure they are in compliance with college procedures and to ensure a consistent application of reviews.