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Office of Human Resources

Administrative Process

Subject: Background Check Guidelines

Owner(s): Office of Human Resources

Date: January 2006

Revised:

PURPOSE, GENERAL GUIDELINES, AND APPLICABILITY

ADMINISTRATIVE PROCESS

FURTHER INFORMATION

  1. Purpose, General Guidelines, and Applicability:
    1. PURPOSE: The purpose of conducting background investigations is to verify that candidates for employment in sensitive positions do not have a history of activity that would make them unsuited for the position for which they are being considered.
    2. GUIDELINES: Full-time, temporary, and interim appointments in positions identified as security sensitive, are subject to background check as a part of the pre-employment process. Background checks will normally consist of a national review for criminal convictions for positions which:
      1. Provide direct access to, or control amounts of cash greater than $500 or control credit card information or blank check stock.
      2. Require the operation and/or control of major computer hardware components to include servers.
      3. Require the possession of building master or sub-master keys.
      4. Have responsibility for the care, safety, and security of non-student minors.
      5. Have the capacity and capability to change student grades.
      6. Have access to controlled drugs and other controlled substances.
      7. Are required by law to undergo a criminal background check.
  2. Administrative Process:
    The Office of Human Resources will identify positions covered by these guidelines and implement procedures to conduct background investigations. The list of positions will be reviewed annually and revised as needed. For purposes of these guidelines, the investigation shall consist of a national review of criminal convictions. Job announcements for positions requiring a background check will include a statement indicating that a job offer is contingent upon successful completion of a background check based on fingerprint analysis.

    A campus compliance review of these guidelines will be completed annually in November.

    Fingerprints will be processed by California State University, Northridge, Department of Public Safety. Results will be sent directly to the Assistant Vice President for Human Resources, who is responsible for developing and maintaining an effective confidential means of assessing this information in concert with the hiring department.
    • If the criminal history check reveals convictions, which the individual disclosed in the application, Human Resources will review the report with the hiring department to evaluate each conviction, including any additional information that the individual provides, before the offer of employment is confirmed or withdrawn. The existence of a conviction does not automatically disqualify an individual from employment. Relevant considerations may include, but are not limited to, the nature and number of convictions, their dates, and the relationship that the conviction has to the duties and responsibilities of the position. All related information will be treated as confidential and will be protected as such.
    • If unreported convictions are revealed by the criminal history check, the offer of employment will generally be withdrawn and, if employed, the employee may be disqualified for the sensitive position unless the individual shows that the report is in error. All related information will be treated as confidential and protected as such.
    • In the event that the results of the background check influences a decision to withdraw an employment offer or terminate employment, Human Resources will inform the hiring department and the individual.
    • Hiring units are responsible for verification of credentials (e.g., degrees and certificates) and for checking references. Refusal to sign a release form to conduct a background check will normally eliminate an applicant from further consideration for employment. State funded departments do not pay a fee for the background check or its interpretation.
  3. For Further Information:
    Questions concerning these guidelines should be directed in writing to the Office of Human Resources.