Volume VI: Human Resources Chapter F: Terms and Conditions of Employment Responsible Executive: Vice President for Human Resources Responsible Office: Office of the Vice President for Human Resources Date Issued: May 1, 2011 Date Last Revised: August 1, 2022
ContactsStatement of Policy Reason for This PolicyIndividuals and Entities AffectedExclusionsResponsibilities Definitions (defined terms are capitalized throughout the document)Related Documents, Forms and ToolsWebsite Address for This PolicyHistory and UpdatesAppendix
Office of the Vice President for HR – Talent Acquisition765-494-0603 | careers@purdue.edu
Fort Wayne: HR260-481-6677 | hr@pfw.edu
Northwest: HR219-989-2251 | hr@pnw.edu
West Lafayette: Talent Acquisition765-494-0603 | careers@purdue.edu
Purdue University strives to provide the safest possible environment for its students, faculty, staff and visitors; to preserve university resources; and to uphold the reputation and integrity of the University. In order to support these goals, the University conducts Criminal History and Sex and Violent Offender Registry Checks on Candidates for employment with the University. Additional checks, such as Credit History Checks or verification of education and certifications, may be required based upon job responsibilities. Positions with the same or similar job responsibilities require the same or similar Background Checks.
All job postings indicate when a Background Check is required for the position. All offers of employment, whether to a Candidate who is new to the University or a current Employee, are contingent upon the results of the Background Check.
All individuals applying for a position with Purdue University are required to disclose Criminal Conviction information. Individuals with Criminal Convictions may be disqualified from holding a position at the University based on the conviction’s relevancy to the position. Criminal Conviction information is not used to discriminate against Candidates. The existence of a Criminal Conviction does not automatically disqualify an individual from employment or employment consideration. The University considers the nature and seriousness of the offense, the nature of the position, and the length of time since the conviction. When a finding adversely impacts employment eligibility, the Candidate is notified and may be withdrawn from employment consideration after Human Resources consults with the Senior Leader on the matter.
Consent for a Background Check must be obtained prior to conducting the check. If the services of a Consumer Reporting Agency are used, FCRA-compliant authorizations and disclosures must be provided to the Candidate. Candidates may decline to authorize a Background Check; in such cases, no Background Check is performed, but the Candidate is not considered further. Candidates who fail to participate fully or who provide inaccurate information in a Background Check are eliminated from consideration for the position.
The University provides Candidates access to a copy of their Background Check report upon request, regardless of outcome and without charge to the Candidate. In cases where information in the Background Check report results in an adverse hiring decision, the University provides a copy of the report to the Candidate prior to notifying the Candidate that an adverse employment decision will be made. If information in a Consumer Report results in an adverse employment decision, the University provides the Candidate with all required notifications pursuant to the Fair Credit Reporting Act prior to notifying the Candidate that an adverse employment decision will be made.
Candidates for one of the four appointments defined in the policy on Appointments for Personnel Not on Payroll (VI.B.3) are subject to Background Checks in accordance with this policy, except that appointments expected to last 14 days or less are subject only to a Sex and Violent Offender Registry Check. If the appointment continues beyond 14 days, the appointing department must initiate via Human Resources the Criminal History Check and any other checks or verifications applicable to the position.
Departments that utilize outside staffing agencies to hire temporary employees must verify that the agency conducts Background Checks on its employees that meet the requirements of this policy. The Background Check components need to be commensurate with the responsibilities of the position. If the agency’s Background Check does not include a Sex and Violent Offender Registry Check, the department is responsible for completing this step prior to engaging the services of the individual.
Candidates for undergraduate student and graduate student appointments are subject to a Sex and Violent Offender Registry Check prior to their appointment with the University.
Hiring departments that seek to employ students in a position that involves one or more of the following tasks must consult with Human Resources regarding which additional Background Checks to initiate:
The University reserves the right to conduct Sex and Violent Offender Registry Checks (Limited or otherwise) on all current Employees at regular intervals. These checks do not require prior consent from the Employee when viewing only information that is public record.
Additional Background Checks may be conducted on a specific Employee or group of Employees in connection with job responsibilities and in consultation with Human Resources. These additional checks are conducted no more frequently than annually. If an Employee takes on new responsibilities, applies for a new position or otherwise triggers a Background Check, a new check is not required if the University conducted the requisite check within the previous 12 months. The results of the most recent check are considered in any pending employment decision. All requirements for consent and access to the report outlined in this policy apply.
Failure to participate fully or provide accurate information in a Background Check, regardless of the reason for the check, may result in disciplinary action, up to and including termination of employment. In the event a Background Check results in an adverse finding, Human Resources consults with the Senior Leader to determine whether the Employee will be allowed to remain with the University, and if so, under what conditions.
The University recognizes the need to protect an individual’s right to privacy. As such, all Background Check records are kept in secured, access-restricted personnel files. Any member of the Purdue University community not required by this policy to have access to Background Check records is prohibited from seeking, using or disclosing such records.
Purdue University strives to provide the safest possible environment for its students, faculty, staff and visitors; to preserve university resources; and to uphold the reputation and integrity of the University. This policy supports the University’s efforts to minimize institutional risk and assists hiring authorities in making sound hiring decisions.
There are no exclusions to this policy.
Vice President for Human Resources and Chancellors or their Designees
Candidates
Current Employees
Human Resources
Hiring Departments and Business Offices
Senior Vice President for Administrative Operations
All defined terms are capitalized throughout the document. Refer to the central Policy Glossary for additional defined terms.
Background Check
Verification of credentials and other information about a Candidate or Employee. Such verification may include any or all of the following:
Candidate Applicant for a position with the University, including Employees who apply for an open position.
Consumer Report Any communication of information by a Consumer Reporting Agency bearing on a consumer’s credit worthiness, credit standing, credit capacity, character, general reputation, personal characteristics or mode of living.
Consumer Reporting Agency Any person or entity which, for a fee, dues, or on a cooperative nonprofit basis, regularly engages in the practice of assembling or evaluating consumer credit information, or other information, on consumers for the purpose of furnishing Consumer Reports to third parties. For the purposes of this policy, a Consumer Reporting Agency refers to the vendor used by Purdue University to conduct Background Checks.
Credit History Check Review of the selected Candidate’s or Employee’s detailed credit history, as contained in a Consumer Report. (Federal laws prohibit discrimination against an applicant or Employee as a result of bankruptcy.)
Criminal Conviction Being found guilty, entering a guilty plea or pleading no contest to a felony and/or misdemeanor other than a minor traffic violation. This includes Criminal Convictions for which the individual’s record has been expunged.
Criminal History Check Verification that the selected Candidate or Employee does not have any undisclosed Criminal Convictions in any jurisdiction where they ever resided, including the jurisdiction where they currently reside.
Educational Verification Confirmation of the selected Candidate’s or Employee’s educational credentials listed on the application, resume or cover letter, or otherwise cited by the Candidate or Employee.
Employee Any person employed by Purdue University, whether full-time, part-time or temporary.
Employment Verification Confirmation that the selected Candidate or Employee actually worked in the positions listed on the application, resume or cover letter, or otherwise cited by the Candidate or Employee, as well as all employment during a period of at least seven years immediately preceding the application. This verification includes the dates of employment and reasons for leaving each position.
Fair Credit Reporting Act (FCRA) A Federal law designed to promote the accuracy, fairness and privacy of information in the files of Consumer Reporting Agencies, codified at 15 U.S.C. § 1681 et seq.
License Verification Confirmation that the selected Candidate or Employee possesses all licenses listed on the application, resume or cover letter, or otherwise cited by the Candidate or Employee, including verification of the disposition of such licenses. This includes any motor vehicle driver’s licenses required for a position.
Limited Criminal History Check Verification that the selected Candidate or Employee does not have any undisclosed Criminal Convictions during the last seven years in the jurisdiction where they currently reside or last resided.
Limited Sex and Violent Offender Registry Check Verification that the selected Candidate or Employee does not have undisclosed convictions of certain sex and violent crimes during the last seven years in the jurisdiction where they currently reside or last resided.
Senior Leader For the purposes of this policy, the Senior Leader includes:
Sex and Violent Offender Registry Check Verification that the selected Candidate or Employee does not have undisclosed convictions of certain sex and violent crimes in every jurisdiction where they ever resided, including where they currently reside.
Summary of Your Rights under the Fair Credit Reporting Act (PDF)
Manager Resources for Recruiting and Hiring
Appointments for Personnel Not on Payroll (VI.B.3)
Operating Procedures for Misconduct Screenings
www.purdue.edu/vpec/policies/human-resources/vif6
August 1, 2022: Expanded Background Checks to current Employees and appointments to positions defined in the policy on Appointments for Personnel Not on Payroll (VI.B.3). Added requirement for Sex and Violent Offender Registry Checks on student and graduate student positions. Clarified the expectation that outside staffing agencies meet the requirements of this policy. Included language regarding registry checks at regular intervals on all current Employees. Linked to new procedures for misconduct screenings.
September 21, 2016: Contacts and Related Documents, Forms and Tools sections updated.
November 15, 2012: Related Documents, Forms and Tools section updated.
March 1, 2012: The exclusion of temporary Employees employed 90 days or less was removed from this policy.
November 18, 2011: Policy number changed to VI.F.6 (formerly IV.14.6).
May 1, 2011: This is the first such policy to address this issue.
There are no appendices to this policy.