Background Check Process

Effective May 1, 2011

Summary of Process

The basic background check consists of a Social Security Number trace, criminal historycheck and sex offender registry.

  1. At the time the position is classified, the Hiring Department will work with a Compensation Specialist to determine the type of background check that will be required (i.e. basic, employment verification, credit check, etc). Costs incurred for background checks beyond the standard requirement, will be billed to the hiring department. The hiring department will notate the type of background check on the posting form.
  2. The Employment Specialist will confirm the type of background check with the hiring department at the time of posting.
  3. Background check language will beadded to the Purdue job posting and external ad placement.
  4. The Hiring department will offer position contingent on the background check.
  5. The offer letter reflects hire is contingent on the background check (online templates are available on the Employment website under supervisor resources)
  6. The Hiring department notifies the Employment Specialistof the offer and provides:
  • Candidate’s name
  • Candidate’s email address
  • Position candidate has been offered
  • Account number to charge for additional background check services beyond the standard requirement (if applicable).
  1. The Employment Specialist will submit a background check request through HireRight, and HireRight will send an e-mail to the candidate requesting information and consent for the background check.
  1. Candidate completes the online background check authorization form.
  1. HireRight will conduct a Social Security Number trace to determine where the candidate lived and worked. HireRight then conducts a criminal history check for each geographic area the candidate lived and worked. The national sex offender registry is also checked by HireRight. HireRight notifies Human Resources of the results.
  1. Employment Specialist notifies hiring department and business office of completed background check

Individual Responsibilities:

Hiring Department:

  1. E-mail final employment candidate(s) name and e-mail address, position, department/unit account number (if applicable), to their designated Employment Specialist.
  2. Notify the candidate that they will receive an e-mail (from HireRight) requesting background check information, and request that they complete it as soon as possible to keep the process moving.
  3. Send an offer letter to final candidate after receiving approval e-mail containing the criminal background check results from Human Resources.
  4. If offer letter is sent prior to receiving background check approval, please make sure to include the following statement in the offer letter: “This offer is contingent on the results of a background check.”

Candidate:

  1. Complete and submit online authorization.

Human Resources:

  1. Send candidate’s name and e-mail address to HireRight, and conduct criminal background check through HireRight.
  2. Notify Hiring Department of results.