| Policy Title | Pre-Employment Background Checks |
|---|---|
| Responsible Office | Human Resources |
| Policy Type | Personnel and Payroll |
| Policy Number | 633 |
| Last Revision Date | 10/1/2025 |
Summary
ÂÌñÉç is committed to providing a safe and secure environment for our Community, including students, faculty, staff and visitors, as well as safeguarding the assets and resources of the University.
This program applies to all applicants who will be on the faculty/staff payroll and who have been given a conditional offer of employment. It does not apply to individuals currently employed on the ÂÌñÉç payroll. It also does not apply to those invividuals appointed on a fee payment which is generally a one-time very short duration appointmen (ex., band member at Commencement). Employees with breaks in service over six months will be subject to this policy if offered re-employment.
This policy requires all applicants complete either the paper or electronic ÂÌñÉç University employment application. It also requires the verification of credentials, criminal history, and other information related to employment history.
Policy
ÂÌñÉç requires certain credential, criminal, and other background information to be verified as a condition of employment for all new employees, regardless of funding source. After completion of the University’s paper or electronic employment application, the following background checks must be completed as a condition of employment:
- identity verification
- employment verification
- criminal history check
- sex and violent offender registry check
- educational verification
Foreign nationals are subject to pre-employment background check understanding that while domestic records may be available related to their time in the US, international records may not be accessible.
This policy does not preclude more extensive background checks required by law or
regulation for specific positions.
Conditional Offers of Employment
All conditional offers of employment, oral and written, must include the following
statements:
This offer is contingent on the University's verification of credentials and any other
information required by state law and University policies, including the completion
of a criminal history check. You will be required to provide the third-party vendor
electronic consent for background checks and your identifying information, including
date of birth and social security number.
Responsibility
University Human Resources Office
- Authorize the third-party vendor to initiate the process for a background check for the applicant. Vendor will send applicant a link to authorize completion of a background check.
- Vendor will provide Human Resources and the applicant the results of the background check simultaneously.
- HR will evaluate the results, and take appropriate action:
- If the background check indicates there are no convictions or inaccuracies, HR will inform the department hiring manager that the employment offer is confirmed.
- If the criminal history and other required checks indicate there are convictions or inaccuracies, applicant will be provided with FCRA notice advising of dispute rights, as well as notices required by New York State law. All related information will be treated and protected as confidential information.
- If the criminal history check reveals convictions which the selected applicant disclosed in the application, an AD Hoc Committee consisting of the AVP for Human Resources or designee, a representative from University Counsel's Office, and the Vice President from the Hiring Division, will convene to review the report and any additional information the applicant provides and evaluate each conviction before the conditional offer of employment is confirmed or withdrawn. The existence of a conviction does not automatically disqualify an individual from employment. Relevant considerations may include, but are not limited to, the nature and number of convictions, their dates, and the relationship a conviction has to the duties and responsibilities of the position.
- If unreported convictions are revealed in the background check, or other falsifications are detected, the conditional offer of employment may be withdrawn unless the individual shows that the report is in error. If the individual asserts that the report is in error, the University will provide a reasonable period of time for the applicant to submit proof and/or dispute the third-party vendor’s report through applicable procedures.
- The decision to reject an individual with convictions, an unreported conviction, or other falsification is solely at the discretion of ÂÌñÉç.
- If the results of the background check influence a decision by the AD Hoc Committee to withdraw a conditional offer of employment, Human Resources will inform the hiring department, and direct the third-party vendor to inform the individual of such on ÂÌñÉç’s behalf, along with their rights under FCRA.
- Violations of University policies, including providing false or misleading information used for any of the above background checks, will be handled in accordance with applicable policies and procedures, which may include withdrawal of an employment offer and/or disciplinary actions up to and including termination from the University.
- Maintain records indicating the item verified, the date(s) of the verification, and the status of the verification. This information shall be retained in a record for the associated applicant, and access will be limited to those with a legitimate business need.
- Coordinate the third-party vendor invoices and payments for performing background checks.
- Monitor the hiring decisions made in cases where the background checks reveal convictions/inaccuracies and assist in resolving the case.
Hiring Department
- Existing selection process, including reference checks and degree verification, should continue to be coordinated by the search committee / hiring department prior to making a conditional offer.
- Advise the applicant they will receive a link to a third-party vendor. Applicant must authorize the third-party vendor to complete the background check within 5 days.
- Extend a conditional offer of employment to the selected applicant only after an Approval to Hire has been received through Human Resources or when a temporary appointment has been approved by Human Resources.
- Ensure that the conditional offer of employment includes the statements regarding
credential verification, background check consent, and when appropriate, the medical
examination.
Notify Human Resources that the candidate has accepted the conditional offer of employment/signed offer letter. - Ensure that background checks are complete, as confirmed by HR, prior to confirming the offer of employment to the selected candidate.
Definitions
- Criminal history check — verification that the selected applicant does not have any undisclosed criminal history in the jurisdiction where the applicant currently resides or has resided in the last seven years. This background check will be initiated after acceptance of the conditional offer of employment.
- Educational verification — confirmation that the selected applicant possesses all educational credentials beyond high school listed on the application, resume, cover letter, or otherwise cited by the candidate that qualify the individual for the position.
- Employment verification — confirmation that the selected applicant actually worked in the positions listed on the application, resume, cover letter, or otherwise cited by the candidate that qualify the individual for the position, as well as all employment during a period of at least seven years immediately preceding application to ÂÌñÉç. This verification includes dates of employment and verification of last position held.
- Fair Credit Reporting Act (FCRA) — the federal requirement governing the process by which consumer reports may be collected and utilized, including for the purposes of employment.
- Identity verification — confirmation that an individual is who they claim to be.
- License verification — confirmation that the selected applicant possesses all the licenses listed on the application, resume, cover letter, or otherwise cited by the candidate that qualify the individual for the position; also verification of any license required for the position, including verification of the disposition of such licenses. This includes any motor vehicle driver licenses required for the associated position and professional credentials.
- New Employee — an individual appointed to a position, regardless of the funding source, who is not currently employed on any ÂÌñÉç payroll. This includes both full and part-time staff positions. Student assistants, federal college work study, graduate/teaching assistants and volunteer appointments are excluded for purposes of this policy.
- Sex and violent offender registry check — verification that the selected applicant does not have any undisclosed convictions of certain sex and violent crimes in the jurisdiction where the applicant currently resides or has resided.
Related Links:
The Fair Credit Reporting Act
NYS Correction Law, Article 23-A
Document History:
| Date | Description | Responsible Party |
| 5/2/2022 | Annual Review of Policy | Human Resources |
| 5/23/2024 | Revised policy to add additional operationally-related positions subjet to policy including those required to drive a state vehicle | Human Resources |
| 8/19/2025 | Added all IT-related positions to list of positions being piloted. Approved by Senior Officers Group on 8/19/2025 | Human Resources |
| 9/03/2025 | Added all Counseling Center and Decker Student Health Services positions to list of positions being piloted. Approved by Senior Officers Group on 9/03/2025 | Human Resources |
| 10/01/2025 | Revised to be applicable to all applicants who receive a conditional offer of employment and will be on the faculty/staff payroll. Approved by SOG on 9/30/2025 | Human Resources |