Critical Position Background Checks
In order to minimize risks to campus safety and security, final candidates for and/or employees who are transferred, reclassified or promoted into positions designated as “critical” must undergo background checks. A Critical Position is defined as one whose responsibilities include any of the following:
Master key access to residence and other facilities.
- Direct responsibility for the care, safety and security of humans or animals; or the safety and security of personal and University property.
- Direct access to or responsibility for cash and cash equivalents (as defined by Business & Finance Bulletin, BUS-49) or University property disbursements or receipts.
- Direct access to or responsibility for controlled substances or hazardous materials.
- Extensive authority for committing the financial resources of the University.
- Responsibility for operating commercial vehicles, machinery or toxic systems that could cause accidental death, injury, or health problems.
- A requirement for a professional license, certificate, or degree, the absence of which would expose the University to legal liability and/or adverse public reaction.
- Direct access to and/or responsibility for information affecting national security.
- Direct access to and/or responsibility for protected, personal, or other sensitive data.
- Unescorted access to certain identified radioactive materials.
These criteria apply to all levels of University employment.
A. All final applicants selected for critical positions or employees who are transferred, reclassified or promoted into a critical position are required to undergo a background check which includes being fingerprinted by the campus Police Department. Employees who are licensed by the State of California are exempted.
B. In accepting a critical position, it is understood that continued employment is contingent upon a satisfactory background check. A satisfactory background check is the absence of a criminal record which bears a demonstrable relationship to the applicant/employee’s suitability to perform the required duties and responsibilities of the position.
C. All job announcements for positions that have been designated as critical must state that fingerprinting and background checks are required.
- Determine whether the position meets the criteria for designation as “critical” as outlined by the policy. Refer to the categories of work as described in the policy and contact your assigned Labor and Employee Relations Analyst if you have questions (http://atyourservice.ucop.edu).
- When submitting a job posting for a critical position, be sure to clearly identify that designation on the Employee Requisition form.
- Once Human Resources has confirmed that a position is designated as critical, ensure that the selected candidate fully completes the Resume Supplement/Conviction History), including the conviction record section. If the final applicant does not list any convictions on the Resume Supplement and the department makes the determination to select the individual into the critical position, he/she shall be advised that they need to be fingerprinted. If the candidate does indicate that he/she has been convicted of a crime on the Resume Supplement/Conviction History form, the Department manager, along with Labor and Employee Relations shall determine the suitability of the candidate for the position based on the information provided. If it is determined that the candidate is suitable for the position, he/she shall be advised that they need to be fingerprinted.
- Have the candidate call the UCSF Police Live Scan program at 476-2088 to schedule an appointment. Additional information at: http://police.ucsf.edu/index.php?/Fingerprinting/.
- Complete a Request for Sensitive Employee Fingerprinting form and send that form with the employee to be hired into the critical position to the UCSF Police Department for criminal conviction screening prior to employment although with the candidate’s approved government identification.
- If the position involves the handling of Petty Cash, the department informs the Controller’s Office that the individual has been fingerprinted and is cleared to perform the functions of the position. The clearance shall be in the form of notification from either the Police Department or Labor and Employee Relations.
- If the position involves Cash Handling, the department completes the Cash Handling Authorization form and sends it to the Controller’s Office.
- If a position involves unescorted access to certain radioactive materials identified by Environmental Health and Safety, a successful background check in compliance with the Nuclear Regulatory Commission’s regulations is required. Contact Environmental Health and Safety at 476-1300 for further information on the established process for conducting background check on individuals with this access. No employee shall be given unescorted access to identified radioactive material until a background check is completed and the results are reviewed and cleared.
Human Resources Responsibilities:
Human Resources will review the position description and Employee Requisition Form (ERF) to ensure that the position meets the critical designation. Human Resources will also ensure language is included on the job posting that identifies the position as critical. Once the fingerprint results are returned, Human Resources will contact the manager to discuss the results and advise of any additional steps that need to be taken.