Background Checks

University of Arizona hiring officials and/or employee supervisors may review official personnel records.  For more information, see the Access to and Release of Personnel Records and Information Policy or contact Human Resources Employee Records at records@arizona.edu.

If a position requires a specific professional or technical license such as a licensed practical nurse, contact the responsible licensing board (local or national) to verify that the candidate has a current and valid license.

The best-informed hiring decisions encompass vigorous reference checking in order to achieve best-fit selection and to minimize liability for negligent hiring. It is recommended that the hiring department check the professional references of all relevant positions listed on the application or resume including the work dates and job titles of candidates.

Below are some quick guidelines for conducting reference checks. More information can be found in the Guide to Successful Searches.

1. Comply with all federal and state laws and regulations.
2. Verify that the Finalist has consented to reference checking.
3. Identify the relevant references to contact, not necessarily the references the Finalist would prefer to have contacted. For maximum objectivity, obtain several references from a cross-section of current and former supervisors, peers, direct reports and customers.
4. Inform the Finalist when you are ready to begin reference checking.
5. Conduct the reference check by phone or in person.
6. Plan and ask the same behavior-based and job-related questions of all Finalists.
7. Do not accept “off the record” statements; ask for another reference who can speak to the issue on the record.
8. Ask the contacted reference for names of other collateral references who also know the work record of the Finalist.
9. Evaluate the information collected that is relevant to qualifications.
10. Maintain confidentiality. The gathered information is privy to the selection committee and is to be used only for recruitment purposes. Wherever possible, reference checks should be conducted by the hiring supervisor.
11. Document all contacts and relevant information received and retain them in the departmental search file for three years.

Applicants authorize the university to conduct pre-employment screening when they certify their information on the application form. If an institution or individual requires written consent in order to verify reference information, the department can provide a copy of the certification page of the application or request that the candidate complete an "Employment Reference Release Form".

Under Arizona Revised Statute 15-1649 and the University of Arizona’s Pre-Employment Screening Policy 103.1, the Finalists for Non-Security- or Non-Safety-Sensitive Positions will be subject to a Name-Based Criminal Record Background Check. Employment is contingent upon the satisfactory outcome of the Criminal Record Background Check.

Name-Based Criminal Record Background Checks shall be conducted on any person who is offered and accepts employment at the university as a new hire or rehire, or any current employee of the university who accepts a qualifying job change (such as reclassification/title change, promotion, transfer, additional job, reassignment, or other similar change) in the same or different position, or same or different department.  A Motor Vehicle Record (MVR) check will also be conducted in conjunction with the Criminal Record Background Check.

For those Finalists accepting a qualifying job change, the HR Background Check Team may waive conducting a duplicate Criminal Record Background Check if the Finalist successfully completes the same type of check, conducted by Human Resources, during their continuous employment at the university.

When a Finalist is rehired within 12 months from their last day of employment at the university, the HR Background Check Team may waive conducting a duplicate Criminal Record Background Check if the Finalist successfully completes the same type of check, conducted by Human Resources, during their most recent continuous employment at the university.

Student employees and designated campus colleague affiliates, associates and volunteers are not subject to Name-Based Criminal Record Background Checks; however, they are subject to Fingerprint-Based Criminal Record Background Checks if they are performing Security- or Safety-Sensitive Positions or disclose prior felony convictions (see Fingerprint-Based Criminal Record Background Checks).

1. The hiring department shall ensure the security-sensitive status of the position is correct in UAccess.  If the position needs to be updated, the hiring department will submit a Manager Self Service (MSS) Position Create/Modify transaction.  If a position is not marked as security-sensitive, a Name-Based Criminal Record Background Check will apply.
2. For Talent postings (Staff & Appointed Personnel), the hiring department shall indicate that a Name-Based Criminal Record Background Check is required.
3. When a department hiring authority extends a job offer to a Finalist, the Finalist shall receive and sign an offer letter. 
4. After a Finalist accepts a job offer, the hiring department shall initiate a MSS transaction in UAccess Employee.  Name-Based Criminal Record Background Checks are currently launched from MSS New Hire or Job Change (Position/Assignment Change or Position Life Cycle) transactions for all Staff, Appointed Personnel, and Graduate Assistants/Associates who are not in a Security- or Safety-Sensitive Position.  To submit a request without one of those transactions (such as for MSS Exceptions, the hiring department shall submit a MSS Request Background Check transaction.  The initiator is required to provide a department contact and billing information for the background check when completing the MSS form.
5. Upon approval of the MSS transaction by HR Workforce Systems, a Name-Based Criminal Record Background Check request will be initiated for review by the HR Background Check Team.
6. The HR Background Check Team will generate an email to the ask the Finalist to complete and return the applicable consent and disclosure forms.
7. Upon receipt of the consent and disclosure forms, the HR Background Check Team will then submit a request for the Name-Based Criminal Record Background Check to the approved vendor.
8. The approved vendor will conduct a background check of MVR, SSN, sexual offender and criminal conviction records.
9. Human Resources receives and reviews the results of the Name-Based Criminal Records Background Check, then proceeds as follows:
   • No Relevant Adverse Information Uncovered
     If the information received from the Name-Based Criminal Record Background Check does not indicate a need for adverse employment action, the HR Background Check Team will send the supervisor and department contact an email to notify them that the Finalist is eligible for hire.
   • Adverse Information Uncovered
     If the information received from the Name-Based Criminal Record Background Check may indicate the need for adverse employment action, Human Resources will contact the Finalist in advance of taking any adverse action.  The Finalist will be afforded an opportunity to dispute the accuracy of the information through the vendor within five (5) business days as provided under the Fair Credit Reporting Act. If the finalist does not successfully pass the background check, Human Resources will notify the Finalist, the supervisor and department contact.

Evidence of criminal convictions or other adverse information will not automatically disqualify a Finalist from consideration. When Human Resources evaluates whether to employ an individual with a criminal history, considerations include relevance of a criminal conviction to the job duties to be performed, the nature of the offense, the Finalist’s work history since the conviction, the date of the most recent offense and the truthfulness of the information provided by the Finalist.

Under Arizona Revised Statute 15-1649 and university policy, the Finalist for a Security- or Safety-Sensitive Position, or a Finalist who discloses that they have been convicted of a felony, shall submit a full set of fingerprints to the university for the purpose of obtaining a state and federal criminal records check. Employment is contingent upon the satisfactory outcome of the Criminal Record Background Check.

Fingerprint-Based Criminal Record Background Checks shall be conducted on any person who is offered and accepts employment in a Security- or Safety-Sensitive Position at the university as a new hire or rehire, or any current employee of the university who accepts a qualifying job change (such as reclassification/title change, promotion, transfer, additional job, reassignment, or other similar change) in the same or different position, or same or different department.  A Motor Vehicle Record (MVR) check will also be conducted in conjunction with a Criminal Record Background Check.

For those Finalists accepting a qualifying job change, the HR Background Check Team may waive conducting a duplicate Criminal Record Background Check if the Finalist successfully completes the same type of check, conducted by Human Resources, during their continuous employment at the university.

When a Finalist is rehired within 12 months from their last day of employment at the university, the HR Background Check Team may waive conducting a duplicate Criminal Record Background Check if the Finalist successfully completes the same type of check, conducted by Human Resources, during their most recent continuous employment at the university.

Student employees and designated campus colleague affiliates, associates and volunteers in Security- or Safety-Sensitive Positions, or who disclose a felony conviction, shall be subject to a Fingerprint-Based Criminal Record Background Check.

Security- or Safety-Sensitive Positions include:

• University administrators and others with significant financial oversight responsibilities as follows:
  • President; provost; vice provosts; deans; vice presidents; assistant and associate vice provosts, vice presidents, department heads and others appointed under the Conditions of Administrative Service; and,
  • Positions at the Manager & Leader V (M5) job level, positions in the Finance Function at the Manager & Leader I-V (M1 through M5) job level; positions with an Administrative Operations Manager job code at a Manager & Leader I-V (M1 through M5) job level; and positions with an Administrative Operations Professional job code at a Professional Contributor III-IV (PC3 or PC4) level. 
• Positions that have unsupervised contact with minors who are not enrolled students of the university.
• Positions for which a fingerprint check is prescribed by federal or state law (such as positions that have direct access to Select Agents, as defined by the USA PATRIOT Act of 2001 and the Public Health Security and Bioterrorism Preparedness Response Act of 2002, except where excluded by law because the Principal Investigator does not, at any time, exceed the Select Agent regulatory threshold quantities specified under applicable regulations).
• Positions with unrestricted access to residence hall private rooms.
• Other positions designated by the HR Background Check Team as Security- or Safety-Sensitive.  The HR Background Check Team may consult with knowledgeable subject experts as appropriate to the circumstances of the Security- or Safety-Sensitive request. 
• Employees of the University of Arizona Police Department (UAPD).  Pre-employment screening for these individuals shall be conducted in accordance with UAPD hiring protocols.

1. The hiring department shall ensure the Security-Sensitive status of the position is correct in UAccess.  If the position needs to be updated, the hiring department will submit a Manager Self-Service (MSS) Position/Create Modify transaction.  If a position is approved for Security-Sensitive status by the HR Background Check Team, a Fingerprint-Based Criminal Record Check will apply.  
2. For Talent postings (Staff & Appointed Personnel), the hiring department shall indicate that the position is “security- or safety-sensitive” and a Fingerprint-Based Criminal Record Check is required.
3. When a department hiring authority extends a job offer to a Finalist, the Finalist shall receive and sign an offer letter.
4. Fingerprint-Based Criminal Record Background Checks are currently launched from MSS New Hire or Job Change (Position/Assignment Change or Position Life Cycle) transactions for all Staff, Appointed Personnel, Graduate Assistants/Associates, and Student Employees in Security- or Safety-Sensitive Positions.  MSS Additional Job transactions also launch Fingerprint-Based Criminal Record Background Checks for Student Employees in Security- or Safety-Sensitive Positions.  To submit a request without one of those transaction types, such as for MSS Exceptions or Title Management requests (e.g. additional jobs or adding an Administrator - UHAP Chapter 5), the hiring department shall submit a MSS Request Background Check.  The initiator is required to provide a department contact and billing information for the background check when completing the MSS form.
5. Upon approval of the MSS transaction by HR Workforce Systems, a Fingerprint-Based Criminal Record Background Check will be initiated for review by the HR Background Check Team. 
6. The HR Background Check Team will send an email notification to the Finalist to provide information on the process and to advise a fingerprint packet will be mailed.
7. The HR Background Check Team will mail a fingerprint packet to the Finalist's home address in UAccess Employee.  The fingerprint packet contains a required FBI notification of applicant privacy rights, a fingerprint card, forms, and instructions on getting fingerprinted and requests the Finalist to return the completed fingerprint packet to the HR Background Check Team in the self-addressed envelope provided in the fingerprint packet.  The envelope is to be sealed by their fingerprint technician.
8. Upon receipt of the completed fingerprint packet, including the fingerprint card and consent form, the HR Background Check Team shall forward the Finalist’s fingerprint card to the Arizona Department of Public Safety (DPS).
9. A state-wide and federal Fingerprint-Based Criminal Record Background Check is conducted through the Arizona Department of Public Safety and Federal Bureau of Investigation (FBI).
10. Human Resources receives and reviews the results of the Fingerprint-Based Criminal Record Background Check, then proceeds as follows:
    • No Relevant Adverse Information Uncovered
      ​If information received from the Fingerprint-Based Criminal Record Background Check does not indicate a need for adverse employment action, the HR Background Check Team will send the supervisor and department contact an email notification informing them that the Finalist is eligible for hire.
    • Adverse Information Uncovered
      If the information received from the Fingerprint-Based Criminal Record Background Check may indicate the need for adverse employment action, Human Resources will contact the Finalist in advance of taking any adverse action.  The Finalist will be afforded an opportunity to exercise their right to review and challenge his/her criminal history record through the Arizona Department of Public Safety and/or FBI within five (5) business days.  If Human Resources decides the Finalist did not successfully pass the background check, they will notify the Finalist, the supervisor and department contact.

Evidence of criminal convictions or other adverse information will not automatically disqualify a Finalist from consideration. When Human Resources evaluates whether to employ an individual with a criminal history, considerations include relevance of a criminal conviction to the job duties to be performed, the nature of the offense, the Finalist’s work history since the conviction, the date of the most recent offense and the truthfulness of the information provided by the Finalist.

Under Arizona Board of Regents (ABOR) policy 6-709, the university policies on Pre-Employment Screening and Fleet Safety, a Motor Vehicle Record (MVR) Check must be obtained when an individual is authorized to drive a university or private motor vehicle on university business.

Criminal Record Plus MVR Checks 

MVR Checks will be conducted on Finalists in conjunction with Name-Based or Fingerprint-Based Criminal Record Background Checks. 

MVR Only Checks - Employees

1. To initiate a MVR Only Check for an active employee, the employee's department shall submit a MSS Request Background Check transaction in UAccess.
2. The HR Background Check team will send an email to the employee with consent and disclosure forms and instructions.
3. Upon receipt of the consent and disclosure forms, the HR Background Check Team will submit the MVR Only Check to the approved vendor.
4. The HR Background Check Team will receive and review the results of the MVR Check and classify the employee's eligibility to drive on university business based on the guidelines below.  The HR Background Check Team sends and email to the supervisor, department contact, and Risk Management Services notifying of the results.

MVR Only Checks - Designated Campus Colleagues (DCC)

1. To initiate a MVR Only Check for a new DCC, the sponsoring department will submit a MSS Campus Colleague Request.  If the driving question is marked 'yes', the initiator will need to provide a department contact and billing information for the MVR Check.  A MVR Only Check will automatically initiate to the HR Background Check Team upon final approval of the Campus Colleague Request.
2. To initiate a MVR Only Check for an active DCC, the sponsoring department shall complete a MSS Request Background Check transaction in UAccess.
3. The HR Background Check Team will send an email to the DCC with consent and disclosure forms and instructions.
4. Upon receipt of the consent and disclosure forms, the HR Background Check Team will submit the MVR Only Check to the approved vendor.
5. The HR Background Check Team will receive and review the results of the MVR Check and classify the DCC's eligibility to drive based on the guidelines below.  The HR Background Check Team sends an email to the sponsor, department contact, and Risk Management Services notifying of the results.

MVR Check Review

The review of MVR Checks shall be based on the guidelines below.

• Drivers must have a valid U.S. driver's license.  Foreign driver's licenses and international driver's licenses are not acceptable for driving on university business.
• Drivers of standard vehicles (sedans, pickups, golf carts, etc., that do not require special licensing) must be at least 18 years of age and have been licensed for a minimum of two years prior to driving on university business.  A learning driving permit does not count toward the two year minimum driving experience requirement.
• A standard MVR review includes the most recent 39-month period.  Citations that are more than 39 months in the past are not included in the review.
• Drivers will be classified as acceptable, conditional or unacceptable based on their licensing status and citation history. 

Additional requirements, including those specific to high occupancy vehicles (HOVs) and commercial driver's licenses (CDLs), are available in the Fleet Safety Policy.  Questions about the university's Fleet Safety Policy or driving requirements may be directed to Risk Management Services.

Note:  All employees, DCCs and students are also required to complete safety training and driver registration prior to operating a personal or university vehicle on university business.

A Criminal Record Background Check may be initiated after a Finalist accepts a job offer and before the hire date, as follows:

• After a Finalist accepts a job offer, the hiring department may initiate a Campus Colleague Request for a DCC Pre-Hire.  A signed offer letter must be attached to the DCC Request.
• If the Pre-Hire transaction indicates the Finalist will be going into a Security- or Safety-Sensitive Position, the initiator will be required to provide a department contact and billing information for the background check. Upon approval of the DCC Pre-Hire transaction by HR Workforce Systems, the applicable Criminal Record Background Check will be initiated for review by the HR Background Check Team.  The process will continue as described in the Name-Based Criminal Record Background Check Procedures (beginning at step 4) or Fingerprint-Based Criminal Record Background Check Procedures (beginning at step 5), as applicable.
• If the Finalist will not be going into a Security- or Safety-Sensitive Position, the initiator shall submit a MSS Request Background Check after the DCC Pre-Hire is fully approved.  

Main Phone Number:  520-626-0715

Customer Service Email:  preemployment@arizona.edu

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