1. When are background checks required?
All new hires after January 1, 2004 must undergo a background check upon an offer of employment. The University may also conduct background investigations on Faculty, Professional Staff Members, Student Workers, Volunteers, Temporary Staff, Non-employee Associates, and Finalist Candidates to determine or verify background information as required.
2. When will the revised background check policy go into effect?
The revised background check policy went into effect March 1, 2013.
3. At what point in the hiring process is the background check conducted?
Once the department has extended an offer to the individual and the completed new hire paperwork packet is received by the Department of Human Resources, the background check process should be initiated.
4. Will the candidate be automatically disqualified because of a conviction?
Drexel will consider multiple factors on a case-by-case basis, including, but not limited to, the nature of the crime and its relevance to the particular position and the time elapsed since the arrest or conviction, in making hiring decisions and other decisions with regard to persons who are covered by this policy. In addition, consideration will be given to the nature of the position involved, the job duties and responsibilities, and the implication for the general safety and security of the campus community as well as the security of University assets.
5. Do current faculty and professional staff members, volunteers, and non-employee associates have to undergo background checks?
Background investigations are conducted on current employees who:
- transfer (or are promoted) into a new position and that position has been identified as requiring an initial or updated background investigation; or
- hold a position whose job duties or responsibilities require an initial or updated background investigation.
6. When should the background check process be initiated?
All job postings include a statement indicating that Applicants may be subject to a background investigation. Similarly, a Volunteer or Non-employee Associate (or similar person) who is to provide any services to the University shall be informed that a background investigation may be done. Background investigations will be conducted on a Finalist Candidate to whom an offer is given, an Employee whose position or duties and responsibilities require an initial or updated background investigation, a Volunteer and a Non-employee Associate, to the extent one has not already been done through another source (e.g., that person’s current employer). The offer letter (or similar document, if any, for a Volunteer or Non-employee Associate) shall include a statement that the offer is contingent on the results of the background investigation. In the event the offer letter omits this statement or if an offer letter is not required as in the case of a Volunteer or Non-employee Associate, it is still the policy of the University to require background investigations in accordance with this policy.
7. How long will the background results remain on file at Human Resources?
For applicants not hired, the records will be maintained for a period of three (3) years.
8. How long does a background check take?
Turnaround time depends on the type of background check. In general, the turnaround time is 48-72 hours, but depending on criminal record searches, some local governments (i.e. counties, states, etc.) response times may vary and in some cases can take up to four (4) weeks.
9. Can faculty and professional staff members, volunteers, and non-employee associates be hired before the background check has cleared?
Employment will be contingent upon the University’s acceptance of the results of the background investigation. Regardless of whether the Finalist Candidate (or other person to whom this policy applies) has commenced working or providing services, the University reserves the right at any time to rescind any offer of employment, or to take any other necessary action regarding the person’s relationship with the University, should the results of a background investigation be unacceptable to the University.
10. What about assignment of new job duties, including reclassification?
Background checks are to be initiated and completed before an individual is assigned new job duties that require specific background checks not previously conducted on the individual.
11. If an employee is rehired within the one (1) year period and they have not had a previous background check, will they need a background check before they can be rehired?
Yes, if a person that is being rehired within one (1) year has not previously had a background check for employment, they will need to have the background check completed prior to reemployment with Drexel. After this initial background check is completed, assuming they are rehired within one (1) year, they will not need a new background check unless the position requires additional background checks not previously conducted on the individual.
12. When should the department let a prospective employee know background checks are required?
All job postings will include a statement indicating that Applicants may be subject to a background investigation. Similarly, a Volunteer or Non-employee Associate (or similar person) who is to provide any services to the University shall be informed that a background investigation may be done. Background investigations will be conducted on a Finalist Candidate to whom an offer is given, an Employee whose position or duties and responsibilities require an initial or updated background investigation, a Volunteer and a Non-employee Associate, to the extent one has not already been done through another source (e.g., that person’s current employer). The offer letter (or similar document, if any, for a Volunteer or Non-employee Associate) shall include a statement that the offer is contingent on the results of the background investigation. In the event the offer letter omits this statement or if an offer letter is not required as in the case of a Volunteer or Non-employee Associate, it is still the policy of the University to require background investigations in accordance with this policy.
13. Will the offer letter templates be updated to accommodate the background check process?
Yes, all of the templates will be updated and available on the Department of Human Resources website and in the Drexel Hiring Guides.
14. Can faculty and professional staff members, volunteers, and non-employee associates be hired before the background check has cleared?
New hires (individuals who are not currently faculty and professional staff members, volunteers, and non-employee associates) can be hired and begin work for pay before the background check has cleared. Employment will be contingent upon the University’s acceptance of the results of the background investigation. Regardless of whether the Finalist Candidate (or other person to whom this policy applies) has commenced working or providing services, the University reserves the right at any time to rescind any offer of employment, or to take any other necessary action regarding the person’s relationship with the University, should the results of a background investigation be unacceptable to the University.
16. Are background checks required each time students or other faculty and professional staff members, volunteers, and non-employee associates who are on term/semester assignments leave the campus and return to start a new campus position?
As long as the individual returns to the same position or one that is similar, with less than one (1) year separation from the University, background checks are not required each time the individual returns to campus, unless the new position requires background checks not previously conducted on the individual.
17. How long does it take for the Review Committee to make its decisions?
The Review Committee will complete its review within ten (10) business days of receiving notification of a background check with convictions.
18. How far back does the check for criminal convictions go? Will it include all convictions?
In general background checks can go back seven (7) years but can also automatically report all past criminal convictions in an individual’s history, unless restricted by contract or law.
Yes. All faculty and professional staff members, volunteers, and non-employee associates, regardless of hire date, are required to undergo the specific background checks related to positions which have a significant likelihood of regular contact with children.