Human Resources

Drop Shadow

Pre-Employment Checks

The implementation of a comprehensive background investigation process is an important step in providing a safe, secure and productive work and educational environment for employees, students, visitors, and other members of the university community. Beginning August 1, 2011, the University of San Diego began a phased implementation for post-offer, pre-employment background investigations of potential new hires. By July 1, 2012, the phased implementation will be complete and post-offer, pre-employment background investigations will be required for all potential new hires. The implementation phase is outlined below:

August 2011 Regular and Temporary Benefit Based, Staff/Administrator Employees
September 2011 Casual Worker Non-Benefit Based Employees
January 2012 Adjunct Faculty
July 2012 Regular Faculty and Student Employees

Process

The background check process is done after an offer of employment has been conditionally made and accepted but before an offer is finalized or (if applicable) a contract is signed. The background investigation is initiated when the appropriate person at USD enters the potential new hire’s name and e-mail address into the Truescreen background check online system. The potential new hire then receives an e-mail directing him/her to a website to enter the required information for the background check. After the background check is complete, the results are sent by Truescreen to HR. HR then shares the results with the hiring authority.

Background Check Responsibilities

For Regular and Temporary Benefit Based, Staff/Administrator Employees

  • Human Resources will initiate the background investigation and inform the hiring authority of the results.
  • Additional Information: Positions not hired through an open iRecruitment vacancy, will need to be initiated by the Budget Administrator or Hiring Authority. When the requisition is submitted to Human
  • Resources, please indicate when the background investigation was initiated.
    Promotions and transfers may be subject to a background investigation, depending on the nature of the position.

For Casual Worker Non-Benefit Based Employees

  • The Budget Administrator or approved Hiring Authority will initiate the background investigation.
  • Human Resources will inform the hiring authority of results.
  • Additional Information: When the requisition is submitted to Human Resources, please indicate when the background investigation was initiated. If a temporary assignment is being extended, with no break in service, a background investigation is not required.
    • In large hiring areas (e.g. Dining Services, Facilities Management), a designated hiring authority may be granted authority to initiate the background investigation to the potential hire.
    • Areas that conduct large seasonal hiring and conduct a “group orientation” for potential hires to fill out paperwork may incorporate a paper background investigation form for those potential hires that do not have or cannot create an email account. The “group orientation” should be scheduled 1-2 weeks prior to potential hire date to allow ample time for the paper background investigation forms to be input into the Truescreen system by the hiring authority.

For Faculty Positions (Regular and Adjunct)

  • The School/College Budget Administrator will initiate the background investigation.
  • Human Resources will inform the hiring authority of results.
  • Additional Information: When contract is submitted to Provost Office, please indicate when the background investigation was initiated.

For Federal Work Study Students

A statement regarding the implementation of the background investigation will be added to the communication materials sent to incoming federal work study students prior to their acceptance of their financial aid awards. All incoming students who are participating in the Federal Work Study program and are granted an award should be made a general contingent offer authorizing them to work on campus at least two weeks prior to the start of the new academic year. Once the general contingent offer is made the background investigation will be initiated.

  • The Student Employment Center Representative or Law School Financial Aid Representative will initiate the background investigation.
  • Human Resources will inform the hiring authority of results.
  • Additional Information: When the requisition is submitted to Human Resources, please indicate when the background investigation was initiated. A background check is not required to hire FWS students who worked at USD during the previous year.

For Doctoral Graduate Assistants-SOLES

The process for the background investigation for SOLES graduate assistants who are offered employment as part of the admissions/recruiting process is the same as for Federal Work Study Students.

  • The Assistant Director of Leadership Programming will initiate background investigation to potential hire.
  • Human Resources will inform the hiring authority of results.
  • Additional information: When the requisition is submitted to Human Resources, please indicate when the back ground investigation was initiated. A background check is not required to hire graduate assistants who worked at USD during the previous year.

For Other Student Employees

  • The Budget Administrator or Approved Hiring Authority will initiate the background investigation.
  • Human Resources will inform the hiring authority of results.
  • Additional Information: When the requisition is submitted to Human Resources, please indicate when the background investigation was initiated. A background check is not required to hire students who worked at USD during the previous year.

Additional Information

  • The contingent offer may be finalized once the background investigation has been completed and the results accepted by the university.
  • Potential hires that do not have an email account or cannot create one may complete a paper background investigation form and submit it to the appropriate authorized person to enter the information manually on the Truescreen site to initiate the process.
  • Previous employees who are returning to work after a break of one (1) year or less will not be subject to another background investigation unless requested by the hiring authority or Human Resources.