Background Check

Policy Statement

The University is committed to maintaining a safe and secure environment for the campus community. The University can better promote safety and security by obtaining information produced by background checks. Federal, state, and local regulations may also require background checks for specific individuals and/or positions covered under this policy.

Reason for Policy

The purpose of this Policy is to establish the background check requirements and processes for the University’s prospective employees, current employees, and certain volunteers and contractors to protect employees, students, and assets.

Who Is Governed by this Policy

Faculty, Staff, Contractors and Certain Volunteers

Policy

In order to provide the most conducive educational environment for our students, the safest environment for our guests and employees, and the most secure handling of University resources, Adelphi University is constantly striving to improve the employment process by selecting the most qualified employees to fill our open positions. To this end, Adelphi’s pre-employment background check process (some of which are conducted through a background investigation company) for all newly-hired full-time, part-time non-faculty, hourly (dependent upon job responsibilities), Head Coach and other selected positions include:

• Verification of academic credentials (faculty and non-faculty positions which require a degree)
• Employment history and employment references (all employees)
• Driving records (positions which require driving)
• Licensing credentials (when applicable)
• A comprehensive criminal background check

Candidates will be informed during the pre-employment process that Adelphi conducts background checks and their rights in this process. Adelphi University reserves the right to conduct such an investigation on any other employees who do not fall within these categories, at our discretion.

Investigations which may be performed include, but are not limited to:

1. social security trace – confirms identity of applicant and is crucial to gathering correct information in all aspects of the background investigation;
2. previous address history – confirms the most recent 7 years of addresses and assists in conducting accurate background investigations;
3. educational and credential verification – confirms applicant educational degree or licensing required by the position;
4. previous employment verification – confirms applicant’s employment history to the fullest extent possible;
5. driver’s license check – confirms applicant possesses valid drivers license  to be able to drive in New York State;
6. professional references – confirms previous employment history; and
7. criminal conviction investigation – thorough criminal conviction check on the county, state, and federal level (international if applicable) and sexual offender database registries.

Specific results from the criminal background investigation will not be shared with the applicable supervisor and will be kept in the Office of Human Resources separate from the personnel file regardless of conviction history. Use of the criminal background check will be made in conformance with applicable law. The Supervisor (if below the level of Executive Leadership) will only be informed that the applicant is not eligible for employment at Adelphi, if appropriate.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Procedures

1. A statement informing applicants of the required background screening process will be provided at the online application website.
2. Once a Hiring Manager has determined which applicant they would like to offer employment to, they MUST contact the Office of Human Resources with the name and contact information of the applicant (preferably email address). The Office of Human Resources will contact the applicant in order to procure the required authorization form(s) necessary to conduct a complete background check.
3. Once the required paperwork is completed and received by the Office of Human Resources (or vendor), the employment screening process will begin. Some background checks may take up to one week to complete, however, most take 24 – 48 hours.  If a background check takes longer than one week, the Hiring Manager can seek approval from the applicable Vice President or Executive Leadership member to make a conditional offer of employment.

Forms

This policy does not have forms associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information

Fair Credit Reporting Act Consumer Disclosure and Authorization

Disclosure and Acknowledgement Concerning Consumer Report Obtained for Employment Purposes

Summary of Your Rights Under the Fair Credit Reporting Act

Document History

• Last Reviewed Date: March 13, 2023
• Last Revised Date: March 13, 2023
• Policy Origination Date: January 01, 2000

Who Approved This Policy

Policy Owner and Executive Leadership