201.95 Background Screening

Applies to: Faculty, Postdoctoral Research Fellows (employee trainees), Staff (Regular and Temporary) and GSI, GSSAs, GSRAs and Covered Visitors

Issued by (dept.): The Office of the Provost and Executive Vice President for Academic Affairs and University Human Resources
SPG number: 201.95

Guidelines for Conducting Background Checks

This policy is intended to support the verification of credentials, criminal history and other information related to employment and appointment decisions that assist the University in meeting its commitments. Additional review or verification may be required, based on the nature of the position sought.

The conditional nature of an offer of employment for faculty and staff (regular and temporary) pursuant to this policy must be stated explicitly in any contingent offer of employment or appointment. The following language should be included in offers of employment: "This offer of employment is contingent on the successful completion of a background screening. The University's background check vendor will be contacting you directly via email for additional information needed to complete this process. It is critical that you complete this information as soon as possible to expedite your hire process."

The following language should be included in an initial offer of appointment as a Graduate Student Instructor (GSI), Graduate Student Staff Assistant (GSSA) or Graduate Student Research Assistant (GSRA): "If this is your first offer of appointment as a Graduate Student Instructor, Graduate Student Staff Assistant or Graduate Student Research Assistant at the University of Michigan, this offer of appointment is contingent on the successful completion of a background screening. For GSI and GSSA appointments, this contingent offer of appointment is not a written job offer under Article IX.C.9. of the UM/GEO collective bargaining agreement. The University's background check vendor will be contacting you directly via email for additional information needed to complete this process. It is critical that you complete this information as soon as possible to expedite your appointment process."

In addition, all funding commitment letters given to prospective or current graduate students by academic units must notify the prospective or current student that the continued funding commitment for a GSI, GSSA and/or GSRA appointment is contingent upon successful completion of a background check prior to the first appointment as a GSI, GSSA, or GSRA.

Appointing units, in consultation with the applicable Human Resources Office, will assess any criminal conviction history which is returned as a result of the criminal records check. The Office of the General Counsel will be consulted as needed. This assessment will be individualized. Generally, prior to making a final decision regarding employment or appointment, the University will inform the candidate that he or she may be excluded from employment or appointment because of a past criminal conviction and will provide the individual with an opportunity to demonstrate why the exclusion should not be applied to him or her. This demonstration may include information that the criminal conviction information is inaccurate, and/or additional information to demonstrate why accurate criminal conviction information should nonetheless not preclude his or her employment or appointment.

When a candidate for employment has a criminal conviction history, the individualized assessment of this information will generally consider some or all of the following information:

The nature and gravity of any criminal offense(s)
The nature of the position sought
The facts and circumstances surrounding the offense;
The number and type of offense (felony, misdemeanor, traffic violations, etc.) and whether there is a pattern of offenses
The sentence or sanction for the offense and compliance with the sanction(s)
The amount of time that has passed since the offense and/or completion of the sentence(s)
Whether the offense arose in connection with the candidate's prior employment or education
Information supplied by the candidate about the offense(s)
The length and consistency of employment or educational history before and after the criminal conviction
Rehabilitation efforts (e.g. education/training)
Truthfulness of the candidate in disclosing the offense(s)
Other mitigating or extenuating circumstances

Michigan Medicine Procedures for Conducting Background Checks

See Michigan Medicine Background Check Procedures

Please note: this page is accessible to Michigan Medicine employees only.

Dearborn Procedures for Conducting Background Checks

Please contact the Dearborn Campus Office of University Human Resources at (313) 593-5190 or [email protected].

Flint Procedures for Conducting Background Checks

Please contact the Flint Campus Office of University Human Resources at (810) 762-3150 or [email protected].

Procedures for Conducting Academic Appointment Background Checks

Step	Responsible Party	Action Item
1	Appointing Unit	Create Job Opening using the eRecruit system. Note: If using Interfolio for the posting process, a job posting must still be created in eRecruit for posting on the Careers website.
2	Appointing Unit	Select the final candidate and issue an offer letter. Offer letter must include all contingencies and note that the offer is contingent upon successful completion of a background check.
3	Appointing Unit	Inform the selected candidate about the background check process. Explain that the U-M background check vendor will contact them via email and emphasize prompt completion.
4	Selected Candidate	Accept contingent offer.
5	Appointing Unit	Provide instructions for the selected candidate to apply via U-M Careers website. Include notice that the background check vendor will contact them directly for authorization and to provide required information.
6	Selected Candidate	Apply for job opening through the U-M Careers website following unit provided instructions.
7	Appointing Unit	Prepare Job Offer panel in eRecruit.
8	Employment Process Coordinator	Order background screening from vendor; review restricted table; complete ICHAT screening.
9	Background Screening Vendor	Contact the selected candidate via email for consent and required personal information.
10	Selected Candidate	Consent to screening and provide required information.
11	Employment Process Coordinator	Receive and review background check results. Forward report with any adverse information to Academic HR Representative; if no adverse information, notify unit.
12	Appointing Unit & Academic HR Representative	Review any adverse information. Conduct an individualized assessment and determine whether to proceed with the hire.
13	Appointing Unit	Continue and finalize the appointment process. Refer to the Provost's Office Appointment Guidelines and the Academic Appointments Manual.

Staff or GSA Appointment Background Checks

Step	Responsible Party	Action Items
1	Appointing Unit	Create Job Opening in eRecruit. For GSA positions: provide instructions to the selected candidate to apply for Job Opening on the U-M Careers website. Explain that the U-M background check vendor will contact them via email and emphasize prompt completion of consent and disclosure.
2	Applicant	Apply through the U-M Careers website.
3	Appointing Unit	Select final candidate and extend contingent offer. Offer must include all contingencies and note that the offer is contingent upon successful completion of a background check.
4	Selected Candidate	Accept verbal contingent offer.
5	Appointing Unit	Prepare Job Offer panel in eRecruit.
6	Employment Process Coordinator	Send standard contingent offer confirmation letter to selected candidate; order background check screening from vendor; review restricted table; complete ICHAT screening.
7	Background Screening Vendor	Contact the selected candidate via email requesting consent and personal information.
8	Selected Candidate	Consent to screening and complete required information.
9	Employment Process Coordinator	Receive and review background check results. Forward report with any adverse information to the central HR office or Academic HR Representative. If no adverse information, finalize hire.
10	Appointing Unit & HR Representative For GSA positions: Academic Human Resources Representative, in consultation with Office of General Counsel, Rackham and/or appointing unit	Review any adverse information. Conduct an individualized assessment and determine whether to proceed with the hire.
11	Appointing Unit	Inform the selected candidate of the outcome.
12	Employment Process Coordinator	Complete steps to finalize hire or rescind offer and begin adverse action process.

Covered Visitor Background Checks

Steps	Responsible Party	Action Item
1	Sponsoring Unit	Refer to the Covered Visitor onboarding resources for steps to initiate.
2	Covered Visitor	Refer to the invitation letter received from the sponsoring unit for instructions.
3	Background Screening Vendor	Contact Covered Visitor via email, requesting consent and personal information.
4	Covered Visitor	Consent to screening and complete the required information.
5	SSC Emp Team	Receive and review background check results. Forward report with any adverse information to the central HR office or Academic HR Representative. If the report has no adverse information, SSC Team notifies the ordering unit of successful completion via TDX.