Critical Position Background Checks upon Transfer or Reclassification
The University of California Santa Barbara makes every effort to provide the safest possible work environment for faculty and staff and protect key organizational assets such as property, personal data and other sensitive information. In order to minimize risks to campus safety and security, all employees who are transferred, reclassified or promoted into positions designated as “critical” must undergo background checks. In accepting duties of a critical nature, employees should understand that appointment to, or continued employment in, a critical position is contingent upon a satisfactory Department of Justice/Federal Bureau of Investigation background check. A satisfactory DOJ/FBI background check is defined as the absence of a criminal history record which bears a demonstrable relationship to the applicant’s or employee’s suitability to perform the required duties and responsibilities of the position.
Click here for a description of job functions regarded as “critical”.
Department Responsibilities:
- Upon submission of a reclass request, determine whether any new duties delegated to the employee qualify as “critical” as outlined by the policy.
- Complete the questions in OACIS indicating that a position requires a background check.
- Provide the employee with a fingerprint authorization form, along with the Authorization to Release form and the Background Check form. All necessary instructions and forms are on the Employment website at the link indicated above.
- Instruct the employee to bring completed forms to Human Resources along with picture identification (e.g. state driver’s license, valid passport, or state identification card). If questions, call Employment assistant at x3482. The cost of the background check will be charged to the account specified by the department on the request form.
- If departments classify and fill a critical position as a limited appointment, they should strive to ensure that a cleared background check has been received before employment begins. If this is not possible, they are to ensure that employee understands that continued employment is contingent upon successful completion of a background check.
Human Resources Responsibilities:
- Support the department by answering policy and guideline questions regarding critical positions.
- Approve all job descriptions and reviewing background questions in OACIS, providing guidance as needed.
- Review the background check results in comparison with the duties of the position and the critical criteria.
- If the individual does “CLEAR” the background check, the Employment Manager will notify the Compensation Unit that the reclassification process hiring process may proceed.
- If the individual does “NOT CLEAR” the background check, the Employment Manager will provide guidance to the department regarding the employee’s continued employment.
CONFIDENTIALITY OF INFORMATION
All UCSB employees who receive access to background check information obtained from the DOJ and/or FBI must first themselves, undergo a background check. Recipients of DOJ and/or FBI information are required to maintain confidentiality and only share information with authorized individuals in accordance with University, Department of Justice, and FBI regulations. In addition to such administrative actions as set out under UCSB disciplinary policies and procedures, penalties for improper and unauthorized disclosure of background check information may include criminal prosecution as authorized by the California Penal Code.