Human Resources

    Board of Trustees Policy

    SUBJECT:

    Pre-Employment Background Checks

    		 NUMBER:
    6.10
    DATE:
    September 19, 2005
    SUPERSEDES:
     

    Purpose

    In keeping with Montgomery County Community College’s goal of building a modern and model workplace and of providing a safe and secure environment for the campus community, the College will conduct pre-employment background checks on candidates recommended for hire as outlined in section III below, Requirements by Job Classification.

    Policy

    The Human Resources Department of Montgomery County Community College shall initiate an appropriate pre-employment background check on every new full-time employee, newly appointed adjunct faculty member and certain contract employees. The Human Resources Department will initiate all pre-employment background checks, with the exception of Act 151 childcare worker clearances. Pre-employment background checks will be conducted by an independent entity whose primary business it is to conduct background checks.

    As a part of the application process, all candidates invited to interview will receive a disclosure statement outlining the College’s intent to conduct a pre-employment background check along with a summary of their rights under the FCRA (Fair Credit Reporting Act). As a condition of employment, candidates must sign an authorization for release of information covered by the FCRA. Candidates unwilling to sign the authorization form will be eliminated from the selection process.

    Following the recommendation to hire, the Human Resources Department will notify the candidate that a background check will be conducted.

    Procedure

    Job Classification

    There are four levels of job classification that the College uses as a guide to determine the level of pre-employment background check needed. The job classifications and pre-employment background check levels are as follows.

    Classification: Fiduciary staff and cash handlers.

    Level 1: Criminal record search, sexual offenses search, education verification, consumer credit report, social security search and verification and motor vehicle license record (if applicable).

    Classification: Full-time faculty; full-time administrative and support; part-time regular employees; full-time and part-time Public Safety Officers; Facilities Management staff and newly appointed adjunct faculty.

    Level 2: Criminal record search, sexual offenses search, education verification (if applicable), social security search and verification and motor vehicle license record (if applicable).

    Classification: Select continuing education instructors and independent contractors.

    Level 3: Criminal record search, sexual offenses search, education verification (if applicable), social security search and verification.

    Classification: Childcare workers.

    Level 4: Criminal record search, sexual offenses search, education verification, social security search and verification.

    Act 151 child abuse clearance, required by the Commonwealth of Pennsylvania, will be obtained by the employee and returned to the Human Resources Department1.

    Offers of employment will not be made to candidates recommended for hire until pre-employment background check results have been obtained and reviewed to the satisfaction of the Executive Director of Human Resources or to the satisfaction of his or her designee. When adequate time does not exist to complete the pre-employment background check process, such as with adjunct faculty, obtaining a satisfactory background check will be a condition for continued employment.

    Pre-Adverse and Adverse Action Procedures

    When an adverse report is received, the College will notify the candidate, by written communication, that the results of the pre-employment background check warrant further review. The candidate will be sent the Background Inquiry Statement of Explanation as well as a Summary of Rights under the Fair Credit Reporting Act and the consumer credit report. The candidate will be given three days to explain the adverse information. If the candidate does not supply a satisfactory justification explaining the adverse information within three days, he or she will no longer be considered a candidate for the position in question.

    The adverse information obtained from the reporting process will be reviewed by the Executive Director of Human Resources or his or her designee and the hiring manager. The decision of whether or not to hire will be determined following a thorough review of the nature of the information received, the relationship to and impact of that information on the mission, welfare, safety, and security of the College and the neighboring community.

    If the College declines to hire a candidate due to information uncovered as a result of the pre-employment background check, the Human Resources Department will notify the candidate using the Notice of Adverse Action letter that he or she is not eligible for employment at the College.

    Information uncovered through the pre-employment background check will remain on file in the Human Resources Department, along with other materials related to the application process, for the period of time mandated by law.

    1

    Individuals working with children under the age of 15 in school age programs have legislatively dictated background check requirements. The clearance for these employees typically takes three weeks. Childcare workers are permitted to work for 30 days without clearance if they sign the disclosure form provided to them by the Commonwealth of Pennsylvania. These employees may be hired pending the successful outcome of the clearance process.