Applies to:	Original Policy Date:	Date of Last Review:	Approved By:
All Florida Tech employees, except student workers	August 1, 2016	July 2022 March 2024	Ryan Petersen

Policy Owner: Office of Human Resources

Policy Purpose

The purpose of this policy is to help strengthen recruiting practices and protect students, faculty and staff. This policy is designed to ensure new hires/rehires are meeting the high standards of Florida Tech.

Policy Scope

As of the date of this policy, background checks will be conducted on all newly hired faculty, staff and camp volunteers.

Policy Statement

It is important that Florida Tech's academic and research missions are supported by qualified employees in a safe and secure environment for all the University constituents, visitors, and employees. All offers of employment at the university are contingent upon a thorough background check.

Background investigations will be performed on current employees in situations where needed as part of an investigation into an incident, allegation, safety concern, security concern, or when otherwise required by a job. Background investigations may also be required for a security clearance.

Procedures/Guidelines

Background checks may include, but is not limited to the following:

• Prior Employment Verification confirms applicant's employment with the provided companies, including dates of employment, and position held.
• National Criminal History checks district courts for any crimes committed in violation of federal law in district of current residence.
• Personal and Professional References: Calls may be placed to individuals listed as references by an applicant.
• Educational Verification confirms the applicant's claimed educational institution, including the years attended and the degree/diploma received, based on the educational requirement of the position.

The following additional searches will be required if applicable to the position:

• Motor Vehicle provides a report on an individual's driving history in the state requested. This search will be run when driving is an essential requirement of the position.
• Credit History confirms candidate's credit history. This search will be run for positions that involve management of university funds and/or handling of cash.

After a verbal employment offer is made, the Office of Human Resources will coordinate the background screening with a third-party vendor. This vendor will contact the applicant directly, via email to obtain the personal data necessary to conduct the screening. All background checks must be coordinated through the Office of Human Resources, except those conducted in conjunction with an external academic affiliation program (e.g., clinical experiences for psychologists) or a clearance.

The Office of Human Resources will notify the hiring manager regarding the results of the background check. Specific results will not be given to departments; managers will be told only that the applicant has satisfactory or unsatisfactory background investigation results.

Background results are not an automatic bar to employment at the University. Background investigation results will be used only to determine the finalist’s qualifications and suitability for employment and will not be used to discriminate on any basis protected by applicable law. If a decision not to hire or promote a candidate is made based on the results of a background check, there may be certain additional Fair Credit Reporting Act (FCRA) requirements. The Office of Human Resources will be responsible for handling such FCRA requirements as necessary. The university will follow all applicable FCRA requirements throughout the background check process. Documents with results of background investigation findings will not be stored or maintained by the University unless there is a legal reason for doing so. Any stored documentation will be printed, kept separate from an employee’s personnel file, and located in a locked file.

Compliance Reference

FCRA, Fair Credit Reporting Act