Background Checks and References 2.4-2

Introduction/Purpose:

Saginaw Valley State University (SVSU) is committed to maintaining a safe and secure learning and working environment for all members of the campus community, as well as to upholding our responsibility to responsibly manage resources. As part of our educational mission, SVSU sponsors a wide range of programs and activities for individuals of all ages,. To support this commitment, background and reference checks serve as valuable tools to ensure the qualifications and suitability of our staff and volunteers. 

Definitions:

Authorized Adult – Individual, age 18 and older, paid, or unpaid, who supervises, chaperones, or is otherwise responsible for or oversees minors in a covered program. This includes, but is not limited to, faculty, staff, volunteers, graduate and undergraduate students, interns, student employees, employees of temporary employment agencies, and independent contractors/consultants. Authorized Adults’ roles may include positions such as camp staff, counselors, chaperones, coaches, instructors, etc.

Chief Human Resource Officer – The most senior member of the Office of Human Resources.

Club Sport Coach Contractors – An independent contractor who provides a blend of instruction, organization, and mentorship, focusing on athletic development of the club sports at SVSU.

Covered Programs – Programs or activities sponsored by SVSU specifically for minor children or in which minor children participate as described in the Minors on Campus Policy 9.1-1.

ICHAT – The Michigan State Police provide the Internet Criminal History Access Tool (ICHAT) which allows instant access to the State of Michigan criminal history record database.

Hiring Manager/Search Committee Chair – The primary point of contact for the selection committee. Responsible for coordinating the search process through completion in consultation with the Office of Human Resources, the appropriate dean/director, and divisional vice president.

Social media – Websites and applications that enable users to create and share content or to participate in social networking. 

Policy

Background checks will be performed for the following situations:

• Candidates offered employment
• Student resident assistants and graduate assistants
• Promoted employees as deemed necessary by the university
• Volunteers and independent contractors working with minors in a covered program
• Other situations as deemed necessary by the university

The types of searches, background and reference checks that may be performed include, but are not limited to:

• Social Security Verification – Confirms identity information and former address(es)
• Educational Verification – Confirms academic credentials
• Employment Verification - Confirms employment history
• State and Federal Criminal History – Review criminal records for felony convictions, misdemeanor convictions, and pending felony charges. International criminal history checks are conducted for individuals who resided outside the United States during the preceding seven years.
• Reference Checks - Contact with personal and professional references provided, or other identified references with notice to the applicant.

Depending on the position’s responsibilities, the following additional searches may be required:

• Social Media Search – Performed exclusively by Human Resources or its authorized representative, social media searches are only conducted when directly relevant to the position.
• Motor Vehicle Record – Conducted when driving is an essential requirement of the position.
• Credit History – Conducted for positions involving management of University funds or handling of cash.
• Michigan Commission on Law Enforcement (MCOLES) Standards required searches – Conducted for sworn law enforcement officers.

SVSU will ensure that all background checks are held in compliance with all federal and state statutes, such as the Fair Credit Reporting Act. 

Physical examinations will be required based on the essential job functions of the position and are not within the scope of this policy.

Procedure

1. Candidates offered employment and promoted employees (as deemed necessary):
   • After a formal written offer is accepted, the candidate will receive an electronic request to initiate the background check.
   • The candidate is responsible for providing all the required information and completing the consent document
   • If adverse or incomplete information is identified, the Chief Human Resource Officer, in consultation with appropriate management and legal counsel, will assess potential risks and determine whether employment should proceed.
   • If a decision is made not to hire or promote based on background results, the Office of Human Resources will ensure compliance with applicable Fair Credit Reporting Act (FCRA) requirements.
   • The hiring manager will be notified once the background check is cleared.
   • Candidates may not begin work until approval is received from the Office of Human Resources.
2. Student Resident Assistants/Graduate Assistants/Club Sport Coach Contractors:
   • Must complete an ICHAT consent form to initiate a State of Michigan background check.
   • Individuals who have resided outside the State of Michigan in the past seven (7) years will undergo an expanded background check.
   • The Office of Human Resources must clear the background check before the student may begin service.
3. Authorized Adults in Covered Programs:
   • Volunteers, independent contractors, employees, and students serving as Authorized Adults in programs designed for, or involving, minor children must complete a criminal background check prior to providing services and annually thereafter. 
   • Authorized Adults must complete an ICHAT consent form to initiate the background check.
   • Individuals who have resided outside the State of Michigan in the past seven (7) years will undergo an expanded background check.
   • The Office of Human Resources will resolve any discrepancies that arise in the background check and must clear the individual before providing services to the University.

Related Policies & Forms:

• Minors on Campus 9.1-1