Dartmouth College Background Check FAQ's

Transcription

1 Dartmouth College Background Check FAQ's Frequently asked questions 1. Why has Dartmouth instituted a background check policy? 2. How will the background check information be used? 3. When are background checks required? 4. When will I receive the background check form? 5. How long does it take to fill out the background form? 6. How long does it take to complete the background check process? 7. When can I start work? 8. What if I object to having a background check? 9. How do I access the background check forms? 10. What information is required in a standard background check? 11. What information do I need to fill out on the background check form? 12. Should I list professional certifications and/or corporate trainings in the "Education" fields? 13. The HireRight vendor has contacted me and asked for W-2's or a 1099 because they can't verify my employment dates 14. My employer has gone out of business or been purchased/merged with another employer. 15. I am a current Dartmouth College employee; do I still have to list 7 years of employment? 16. I am a current Dartmouth College employee; do I have to have my education verified? 17. What if I do not agree with the information that is verified by HireRight? 18. I have a question, who can I call at the College? Technical Tips Browser requirements Moving between pages Customer Service and phone numbers Sample Invitation from HireRight Sample Applicant Data Form

2 Why has Dartmouth instituted a background check policy? Dartmouth College ( Dartmouth ) is committed to ensuring that its academic and research missions are supported by qualified staff members and that its community is as safe as possible. Dartmouth is also committed to taking meaningful actions to protect its finances, property, and other assets. This policy sets forth Dartmouth s procedures for conducting pre-employment background checks for all staff positions. How will the background check information be used? Information discovered through the background check process will be used solely for the purpose of evaluating a finalist s suitability for employment. It will not be used to discriminate against a finalist on the basis of race, color, religion/creed, sex/gender, age, sexual orientation, gender identity/expression, national origin, genetic information, marital/familial status, disability, military, or veteran status. When are background checks required? Background checks are required on the finalist for all staff positions, except temporary employees not directly paid by Dartmouth, student employees, and unpaid interns and volunteers, unless background checks are required by state or federal law, or an accrediting body. A background check will also be required on a current employee of Dartmouth if he/she is promoted into a new position and if he/she has not already had a background check. Current employees who are transferred or promoted will be required to have a background check if they have never had a background check before. Subsequent background checks will be required only if the current employee is promoted or transfers into a position with substantially different responsibilities and if the new position requires additional background checks, such as a license or credit check. If additional background checks are not required, a current employee will not be required to have a background check if they have had one within the two (2) years immediately preceding their application. When will I receive the background check form? Once you have been notified that you are the finalist selected for the job and you have accepted the offer of employment contingent upon the successful completion of a background check, you will be ed a link by a third party vendor, HireRight, to consent to the background check process. How long does it take to fill out the background form? Allow for approximately 30 minutes. How long does it take to complete the background check process? The background check process takes approximately 5-10 business days. When can I start work? Once you have filled out the applicant data form and signed the consent to be background checked and submitted this information to HireRight, you may start work with the understanding that continued employment is contingent upon the successful completion of the background check process.

3 What if I object to having a background check? Refusal to consent to a background check will make you ineligible for employment. How do I access the background check forms? Dartmouth has contracted with a third party vendor, HireRight, to conduct background checks. You will be supplied (via secure ) a user name and password for temporary access to their online web-based system. To ensure that your information verification proceeds efficiently, please complete all sections of the form that are applicable; see sample form at the end of FAQ's. The background check applicant data form will be ed to you by our third party vendor, HireRight. The subject line will appear as: Dartmouth College Background Verification for Samuel Brown. Return reply will go to: HireRight Customer Support customersupport@hireright.com What is included in a standard background check? Verify your last seven years of employment, including your current employer Verify your highest degree completed Criminal and sex offender histories Licenses, if required by the position, such as: driver's license or a specific professional license A credit check may be required if the position gives an employee access to money or credit information What information do I need to fill out on the background check form? You will need to provide your name, address, date of birth and social security number. You will need to provide the following details for your employers of the last seven years, including your current employer: name of company, city, state and country, start date and end date of employment, job title, phone number and contact person or department to verify dates of employment. Please do not enter any salary information; this is not required. NOTE: If this is your first job, you will be able to choose "no employment" as an option. You will need to provide the following information on the school(s) where you obtained your completed degree(s): name of school, city, state, country, dates attended, date graduated and your major. Please note that if High School is your highest level of education, in the "major" field, enter "general." If you have no education, there is a field to indicate this. Please do not list degrees in progress/pending.

4 Should I list professional certifications and/or corporate trainings in the "Education" fields? Please do not list corporate trainings or professional certifications. We only want your completed degree information; if you have a Graduate Certification from a College or University, then that may be listed. The HireRight vendor has contacted me and asked for W-2's or a 1099 because they can't verify my employment dates. Please supply HireRight with your last W-2 for the employer you have listed; please send this information in a timely manner to HireRight so the hiring process can be completed. My employer has gone out of business or been purchased/merged with another employer. If your employer has been purchased or merged with another company, please indicate the current/new name of the company and provide a phone number to their HR department. If your employer has gone out of business, if possible, please provide a name and phone number for your supervisor. I am a current Dartmouth College employee; do I still have to list 7 years of employment? Current Dartmouth College employees only need to indicate that Dartmouth College is there current employer and the HR Recruitment Department will verify your employment with the College. I am a current Dartmouth College employee; do I have to have my education verified? If it is determined that your new position with the College will require a background check, we will verify your highest completed degree, criminal and sex offender histories, and employment dates at the College. What if I do not agree with the information that is verified by HireRight? If you disagree with the degree verification, employment dates, or you have questions regarding information that HireRight Customer Services is requesting from you, please contact the Office of Human Resources at Dartmouth College and ask to be connected to the Recruitment Department If the information you disagree with is in regard to a criminal finding, you will need to address this through the adverse action process; you will receive a written Pre-Adverse Action Notice along with a document detailing your rights. You will receive a copy of the background check report upon which Dartmouth intends to rely. You will be able to discuss the Adverse Action Process with one of our HR Consultants should you have questions. Please call the Office of Human Resources at and ask to speak to an HR Consultant regarding your background check. I have a question; who can I call at the College? You may contact the Office of Human Resources at and ask to speak to one of the HR Recruitment team members.

5 Technical Tips for HireRight Applicant form: It is very important to check your Browser prior to starting: Below are instructions on how to check your computer to see which browser you have installed; if necessary, you may need to install a different browser before proceeding to the HireRight form. Below are the accepted browsers for the HireRight web site; you will not be able to complete the background check form unless you have an accepted version of the browser. This website is not compatible with Internet Explorer 10. NOTE: Table below lists supported browser versions for HireRight web application. Web application Internet Explorer FireFox Safari Chrome Hireright Enterprise 6, 7, 8, , 4.0, 5.0.1, Open a browser: Internet Explorer, Firefox, Chrome or Safari. Your tool bar will say: File Edit View History Bookmarks Tools Help. Click on "Help" and a text box opens Open About Firefox to view the browser version. If it is not on the list of HireRight supported browsers, then install a supported browser before signing into HireRight's site When you click on About Firefox > a box opens and identifies the version of your browser. Here is Firefox ; anything greater than 1.5 is supported, so is supported.

6 Moving between pages: NOTE: Do not use the back button on the screen; you will be kicked out of the form. At the bottom of each page is a link in blue that says Previous, click on Previous to go back and click on Next to proceed forward Click on Previous to move back a page Click on next to move forward a page Contact Information: If you have any problems with the HireRight forms, please use the following customer service numbers: Domestic Customer Service: (866) (Sunday 5 p.m. to Friday 9 p.m. Pacific Standard Time) Domestic Fax: International Customer Service: (949) International Fax: customerservice@hireright.com Contact HR Recruitment at Dartmouth College: Dartmouth College Human Resources ; ask for Recruitment if you are having difficulty with the HireRight Process

7 Let's begin the background check process: You will be sent an inviting you to consent to a background check: The subject line will appear as: Dartmouth College Background Verification for Samuel Brown. Return reply will go to: HireRight Customer Support customersupport@hireright.com Sample of the you will receive from HireRight on behalf of Dartmouth College is below: Dear Applicant Name, Congratulations on being chosen as a finalist for a position with Dartmouth College ("Dartmouth"). As you may know, employment or continued employment with Dartmouth is contingent upon consent to and successful completion of a background check with results acceptable to Dartmouth. Dartmouth has selected HireRight, Inc. ("HireRight") as its vendor to facilitate the background check process. HireRight will verify the information that you provided to Dartmouth during the application process and will check your background for information that will be helpful to Dartmouth in making its ultimate hiring decision. Please rest assured, however, that both Dartmouth and HireRight will keep the information confidential and will only share your information with those at Dartmouth who have a business need to know about the information. It is our hope that the background checks process will be completed as quickly as possible so that the hiring process can be finalized. Before logging onto the site using the link below, please be prepared to provide the following information necessary to accurately and quickly process your background check: * Education - Please list name of institution, location, dates of attendance, and contact information for the highest degree completed (Please do not include degrees that are in progress, licenses (unless required by the position description), or non-educational certifications); and * Employment - Please list your last employers for the last 7 years (even if you were self-employed), including employer name, location, title, dates of employment, and contact phone number. It is essential to include your most recent employer. If your employer or educational institution cannot be contacted or has gone out of business, HireRight will attempt to verify your information using, for example, a W-2/IRS-1099 or official transcript. Please note that HireRight may contact you for supplemental information during the verification process. If this occurs, please return HireRight's call or promptly to ensure that your background check is processed as quickly as possible. If you do not respond or do not provide the information requested above, you will be ineligible for hire or continued employment. Should you have any questions about the background check process, please do not hesitate to contact the Dartmouth Recruitment Department in the Office of Human Resources at or or via at jobs@dartmouth.edu. On behalf of Dartmouth, we look forward to working with you and thank you in advance for your cooperation with this very important part of our hiring process. Sincerely, The Dartmouth College

8 Recruitment Department in the Office of Human Resources To access HireRight's secure website, use the link and password you will receive in the from HireRight. The login and password are case sensitive. Follow directions: User name is your address; password was sent in the HireRight . You will enter your address as your User Name You will enter the password sent to you with the invitation & then click "login" Start You will now be directed to change your password and to answer a security question

9 This screen is optional: if you do not wish to provide your phone number, hit "cancel" at the bottom of the screen and you will progress to the next page of the form You are now on the instruction page for the HireRight Form Please read carefully; click on Next to start filling out the information.

10 Applicant Data Form will provide HireRight with the necessary information to verify education, employment and check for a criminal background. Please fill this out carefully so the process will move quickly. If you have any questions or need assistance with the form, call HR Recruitment at Dartmouth College. All fields with a red asterisks must be completed. Page 1 Contact Information: Date format is: MM/YYYY, for single-digit months, use a 0: 01, 02, 03 etc.

11 Page two of the Applicant Data form asks for your education and training information. If you do not have any education, check the box "no education to report" and click NEXT to continue Please do not list industry-specific licenses such as: real estate, PHR, SPHR, corporate trainings, etc. Only list education from a degree-verifying institution; call HR Recruitment at if you have any questions No education to report. No GED, No High School, No College

12 Page two of the Applicant Data form with multiple degrees. Enter the highest completed degree first in the Education 1 field. Do not list pending degrees. Enter the next highest in Education 2 and so on. HireRight verifies degrees through the National Student Clearing House, a nationwide database of Colleges and Universities. Multiple degrees: please start with the highest degree completed. See order of list below with Doctorate being the highest overall. Master's Degree is the highest completed degree and is listed in Education 1 Note the date format is MM/YYYY, if the month is a single digit you must enter 01, 02, 03 etc.,mm

13 Education 2 is the Bachelors Please note you must enter the name you were using upon graduation Page three of the Applicant Data form asks for your Employment history. You are required to list your current employer's name and dates of employment If Dartmouth College is your current employer, then that is all the employment history needed If Dartmouth College is not your current employer, please list your last 7 years of employment/employers Do not list greater than seven years of employment. After listing your last seven years of employment, check the box "No employer to report," regardless of whether you may have employment beyond those 7 years Dartmouth College only background checks employees who have been referenced-checked, including references from your current employer

14 The applicant's current employer is always listed in Employer 1 field. This applicant has listed Dartmouth College as their current employer; no other employment need be listed you Your background check is not complete without verification of your current employment dates

15 This applicant's current employer is listed in Employer 1 field. Please provide a phone number for your Company to verify your employment. It is the College's policy to verify employment for the past 7 years. If you check "No" to the question, "Do we have permission to contact this employer," this will delay the hiring process. We do not require salary information

16 Please note if there is a change of name Once you have entered 7 years of employment history, you may check the box No employer to report

17 Once you have completed the employment section, you will be taken to a summary page:

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22 After you have carefully reviewed your Applicant Data Form, read the Consent & Submit Request Electronically sign Check both boxes and click on Accept and Submit Once you have completed and submitted this form, you may begin working, contingent upon the successful results of the background check