FGCU Criminal Background Checks

Page Contents:

Current Employees

New Hires

Interview Candidates

Conditional Offers

Requesting Results

FAQs

Contacts

Forms

Policy

On January 22, 2013 the President approved FGCU Policy 3.037 regarding Criminal Background Checks for employees. Current employees who have received a verified level 2 criminal background check by FGCU University Police Department (UPD), on or after July 1, 2012 are considered in compliance with the current policy. 

Current Employee Process

From 5/13/2013 - 5/31/2013, appointments may be scheduled for Tuesdays, Wednesdays and Thursdays from 8:00 a.m. to 4:30 p.m.:

Fingerprinting is conducted in Griffin Hall, Suite #154, Room #136. For more information, click here to review the Fingerprinting page on the University Police Department's website.

1. Click on http://fgcufingerprints.checkappointments.com/ to schedule your appointment.
2. Please print and complete the VECHS waiver form and bring this along with your state ID or passport to your appointment.           

For Your Information: Your fingerprint will be taken electronically. Within the 15 minute appointment time, we will try to obtain the best prints possible. 

New Hire Process

From 5/13/2013 - 5/31/2013, fingerprinting will be conducted at Griffin Hall, Suite #154, Room #136 on Tuesdays, Wednesdays and Thursdays from 8:00 a.m. to 4:30 p.m. with walk-in appointments accepted. On Mondays and Fridays, please call the UPD at (239) 590-1900 to arrange fingerprinting.

New Hires are provided with a "New Hire" VECHS waiver form from Human Resources that allows them to be considered a "walk-in appointment" for fingerprinting. Remember that because you are a walk-in, you may be asked to wait while other appointments are in progress.

 Interview Candidates

From 5/13/2013 - 5/31/2013, fingerprinting will be conducted at Griffin Hall, Suite #154, Room #136 on Tuesdays, Wednesdays and Thursdays from 8:00 a.m. to 4:30 p.m. with walk-in appointments accepted.  On Mondays and Fridays, please call the UPD at (239) 590-1900 to arrange fingerprinting.

As a step in the interview process candidates will be presented with a "Candidate Fingerprint" form  to designate whether or not they are willing to have their fingerprints taken and held by the University. Candidates may elect not to have fingerprints taken until an offer has been extended. Held fingerprints will only be submitted for candidates being extended an offer.

 Conditional Offers

As a condition of all offers of employment, candidates for hire must complete a Level 2 background check in accordance with the Criminal Background Check Policy. Candidates are first extended a "Conditional Offer of Employment" in which they are asked to not give notice, quit a present job, or relocate to the local area until they have been notified of successful completion, review, and approval of their background check results by Human Resources.

Upon meeting this requirement, candidates will be given notification of a start date by the University in an official offer letter.

Contact  

For questions concerning the policy, please contact:

• Heather Messing by phone at 590-1864 or email hmessing@fgcu.edu
• Susan Baurer by phone at 590-1441 or email sbaurer@fgcu.edu

For questions involving the scheduling website or VECHS form, please contact:

• Dianna Sandora, UPD, by phone at 590-1904 or email dsandora@fgcu.edu  

Requesting Results

As noted on the VECHS Waiver form, you may request a copy of any Criminal History Background Report that may have been received for you. You are also entitled to challenge the accuracy and completeness of any information contained in any such report.

To obtain this report, please visit the cashier's office and notify them that you wish to obtain a copy of your Criminal History Report. You will complete a standardized form and be charged a $2 fee. Please obtain your receipt and present at UPD, at which time you will  be asked to sign the "VECHS Applicant Sharing Agreement" in order to obtain your Criminal History Report. 

FAQs

General Information

Why do we have this policy?
The University is committed to the safety, security and health of its students, employees and others, as well as safeguarding the interests of the institution. To that end, the University requires that a Level 2 criminal background check be conducted on all current and prospective employees. Criminal background checks will also be conducted on students and volunteers when required by law or if involving a position of special trust, responsibility or requiring access to sensitive information.

What exactly does this policy do?
This policy is created to outline the protocols to be utilized, as well as the responsibilities involved, in conducting criminal background checks. Criminal background checks will be used only for the purpose of verification of the current employee's or prospective employee's criminal history.

Do current employees have to undergo criminal background checks?
Yes, the University requires that a Level 2 criminal background check be conducted on all current employees: A&P, SP, Executive Service, Faculty, Adjunct Faculty, and Non-Student OPS. Current Student Workers will also be required to complete the background check if they are employed to work directly with other students (whether minors or not), with the general public, and/or are designated as being in a position of special trust and/or responsibility.

What kind of information is included in the background check required by FGCU?
FGCU requires a Level 2 Criminal Background Check; this means that only criminal history is being reviewed. Civil issues such as divorce proceedings are not included.

What is the difference between a Level 1 and Level 2 criminal background check?
A Level 1 background check only provides Florida statewide criminal background information. A Level 2 background check uses an individual's fingerprints to verify identity and provides national criminal background information. 

When are criminal background checks required?
Criminal background checks are required for the following personnel actions; new hires, transfers, promotions, reclassifications, or changes in job duties that significantly affect the nature of the position.

I've had trouble giving my fingerprints in the past. What happens if my fingerprints are rejected?
If your fingerprints are rejected by the FBI you will need to report to UPD or the outside agency that took your fingerprints to have them re-taken. After fingerprints are rejected twice, your information is submitted for a manual "Name Check" process which can take from 5-8 weeks.

Can I go straight to the "Name Check" process if I've experienced difficulties having my fingerprints taken in the past?
No, the name check process will only be performed if a current fingerprint submission and a re-print submission are rejected.

Access and Privacy

Who will have access to the criminal background check results?
The University Police Department (UPD) will maintain the results of criminal background checks, which is not a public record.

How will the University protect an individual’s right to privacy?
UPD conducts criminal background checks under the supervision of the Chief of Police. UPD will serve as the Office of Record for all criminal background check results and will maintain confidentiality.

Hiring Issues

Can employees be hired before the criminal background check results have been received?
No, in accordance with the policy, “Effective January 1st, 2013, the University will not enter into an employment relationship until the results of the criminal background check have been received, reviewed and a determination made, if necessary.”

Reclassifications, Transfers and Promotions

Does an employee need to complete another criminal background check when reclassified, promoted, or laterally moved to another department?
If the employee's background check was performed within the past 6 months (prior to the new appointment), they will not be required to have another background check performed. If more than 6 months has passed since the employee's previous background check was performed, the employee will need to be fingerprinted again and complete a new VECHS waiver form for a background check to be performed.

Student Employment & Volunteers

Are student workers and volunteers required to have criminal background checks?
Student workers who are employed to work directly with other students (whether minors or not), with the general public, and/or are designated as being in a position of special trust and/or responsibility are required to complete a Level 2 Criminal Background Check (which includes fingerprinting).

Volunteers meeting these criteria who are volunteering on a continual basis are also required to complete a Level 2 Criminal Background Check.

Who determines which positions are special trust and/or special responsibility?
The supervisor will determine which positions should be designated as "special trust" based on the duties and responsibilities of each position.  For example; working with minors or children, access to campus buildings, access to student records, access to cash and P-Cards, etc.  Should the supervisor have questions regarding which student or volunteer positions meet one of these criteria, they should consult Human Resources.

Can  a student employee begin working before criminal background check results are received and assessed by Human Resources (HR)?
No, in accordance with the policy, a determination must be made regarding whether the position has been designated as working directly with other students (whether minors or not), with the general public, and/or are designated as being in a position of special trust and/or responsibility. If so, the student is required to complete a Level 2 Criminal Background Check (which includes fingerprinting) and cannot begin working until the results are received and assessed by HR.

What type of verification does HR need from the supervisor to justify that the student employee does not need a background check?
The supervisor must complete the Background Check Verification form for all new student employees and have the student present the form at their sign-on session. On the verification form, questions are asked regarding whether  the position has been designated as working directly with other students (whether minors or not), with the general public, and/or are designated as being in a position of special trust and/or responsibility. Also, the form must include a brief description of job duties.

If the answer is yes to any of these questions, the student must have a background check before they may begin working.

When is the Verification form used?

The Supervisor should complete the Background Check Verification form for all new student employees. The student is then required to bring the completed form to HR for sign-on, or they will not be able to participate in the session. They cannot begin work until they have completed their sign-on and background check results are received and assessed by HR.

My student employee has worked on campus previously, and I am going to submit an EPAF for new position or extension of a current position. How do I find out if the student is in compliance with the policy and has had a background check since 7/1/12?

Call Heather Messing at 590-1864 or email hmessing@fgcu.edu.

My student previously worked on campus. Do I  need to complete the Verification form since they will not be attending sign-on in HR? 

You will need to add comments regarding whether the student requires a Background check ino your EPAF or paper Personnel Action Form.

My student is in compliance with the background check policy. What comment is required when I submit my EPAF or Personnel Action Form?

Comment if background check is complete and verified by HR:

Background check verified by HR.

Comment if background check is not needed :

This position does not work directly with other students, the general public, or designated as being of special trust/or responsibility .

If background check language is not included in the EPAF comments, it will be returned for correction.

Forms

Background Check Verification - [.doc - 43 kb]
Candidate Fingerprint Form- [.doc - 899 kb]