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CSU Employee Background Check Policy

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CSU implements new CSU Employee Background Check Policy effective August 3, 2015

Accurate Background, Inc. (http://accuratebackground.com/) will be performing background checks for Cal Poly Pomona

Faculty Affairs will act as the Requestors for all tenure-line Unit 3 faculty, except for those positions offered or employed by Student Affairs (Athletics, CAPS, and DRC)

Designated College/Unit Requestors will request all non-tenured Unit 3 and Unit 11 background checks, as appropriate

Faculty Affairs will act as Reviewers for all Requestor-initiated background checks, except for those positions offered or employed by Student Affairs (Athletics, CAPS, and DRC)

The Vice President for Student Affairs Office will act as Reviewer(s) for all Requestor-initiated background checks for those positions offered or employed by Student Affairs (Athletics, CAPS, and DRC)

 

Policy Highlights

●  Policy is effective August 3, 2015.

●  Background checks are required for all new hires (exception below)

●  Background checks are required for current employees when:

  1. Federal or state law requires a background check and/or
  2. The current employee is voluntarily moving into a position for which a background check is required by law or a sensitive position that requires a background check.

●  Student workers must have background checks if they will have duties that would require a background check by law. (Revised 12/14/16)

●  Background checks are required for volunteers if they will have duties and responsibilities that would require a background check by law. (Revised 12/14/16)

●  Independent contractors, consultants, auxiliaries and outside entities who operate under the CSU name or on CSU property are responsible for ensuring that their employees have had background checks if they perform duties that are defined as sensitive or require a background check by law. (Revised 12/14/16)

●  Background check notifications must be on all job postings.

●  Background checks are NOT required for:

  1. FERP employees, unless they voluntarily move into positions that would require a background check
  2. Current employees, unless they voluntarily move into a position that requires a background check
  3. Employees rehired at the same campus who have had a CSU background check performed in the previous 12 months
  4. Employees re-appointed to the same position at the same campus within 12 months

●  All background checks require employment verification, education verification, reference checks, and criminal records checks. Other job-related checks may also be required depending on the position. (Revised 12/14/16)

●  Responsibilities have been defined for the roles of the campus background check coordinator, decision maker(s), and records custodian.

●  Guidelines are included for assessing whether a criminal history is job-related and should disqualify a candidate.

●  Guidelines and appropriate forms have been provided for consideration of adverse criminal records check results.

●  Credit checks are not required and may only be done for specific jobs designated under California law, and if the campus determines check to be job-related. (Revised 12/14/16)

●  Appeals process for adverse criminal records checks and adverse credit checks have been detailed.

Please check back for future updates

Related Links

CSU Background Check Policy (HR2015-08) (Revised - HR2016-08, HR2016-08 Summary of Changes)

Email Announcement to Campus (email)

Candidate Entry Workflow

Process Map