Background Check Procedure

PROCEDURES:

1. Notification:

  • All candidates for covered staff, contract administrator, contract professional, Letter of Appointment and faculty positions will be notified via email of the requirement to complete and successfully pass background investigations.
  • The University of Montana contracts with Accurate, Inc. to conduct domestic background checks.
  • After 10 days of inactivity, the background check is cancelled and must be re-initiated.  

 2. Initiation of Investigations:

  • Recruited Positions:
    • After completion of the initial application screening, interviews, and reference checks, the hiring authority/committee will select finalist for offer.   Prior to offering the position to the finalist, justifications are submitted in SilkRoad Recruiting system to HRS Recruitment for approval. After offer is approved by HRS Recruitment, an offer of employment may be extended contingent on the outcome of criminal background investigations.
    • After candidate accepts offer, hiring authority notifies HRS Recruitment via email of start date.
    • Recruitment Team will initiate the background check.
    • Candidate receives invitation to complete background check from Accurate, Inc. and has 10 calendar days to submit the information to Accurate.
  • Temporary Staff:
    • Temporary staff members expected to be employed at least six (6) consecutive months are subject to criminal background investigations.
    • In the event an initial employment period of less than six (6) months is subsequently extended to exceed six months, a criminal background investigation must be completed at the time employment is extended.
    • HRS will issue the background check when the temporary employment hire form is received.
  • Recruitment Exceptions:
    • HRS Recruitment will initiate a background check when a recruitment exception is approved.
  • Adjuncts:
    • All adjuncts are subject to criminal background investigations. If an adjunct is not hired through a recruitment, a background check will be issued after hiring paperwork is submitted to HRS.
    • Adjuncts with a break in service of greater than two (2) years will require a current background check to be conducted. 
  • Offer of Employment
    • Any offer of employment is contingent on the outcome of criminal background investigations.   Immediate dismissal will occur if criminal background investigation results are unsatisfactory.
  • Investigation Results
    • Results of background investigations will be conveyed by the Chief of Police for the University of Montana Police Department (UMPD), or their designee, and to the Associate Vice President (AVP) of HRS.  If background investigations result in the detection of criminal records, the Chief of Police or designee and AVP of HRS, in consultation with Legal Counsel, will determine the candidate’s appropriateness for employment.  If necessary, the hiring authority, Vice President, Provost, and/or President may be consulted.  The hiring authority will be notified of the decision.
    • In determining whether criminal convictions will preclude individuals from being hired, the University will consider the number, nature, gravity, recency, and job-relatedness of any records, along with rehabilitation efforts and success. 
    • Results of the background investigations will remain confidential, will be maintained by UMPD, and will be shared with authorized individuals only on a need-to-know basis.  Criminal background investigation results are protected by laws and regulations governing confidential criminal justice information.
  • Cost
    • Hiring departments will pay the costs associated with background investigations.  Costs will vary based on locations candidate has lived. 
  • Breaks in Service
    • For non-temporary staff, faculty, contract administrator, contract professional, letter of appointment employees and temporary employees[1] with a break in service greater than one (1) year will require a current background check to be conducted.
    • Adjuncts with a break in service of greater than two (2) years will require a current background check to be conducted.
    • For MFPE Layoff Pool and Transfer Pool members, a new background check will be required after their Layoff Pool eligibility has expired.