{"id":45,"date":"2017-11-20T15:16:30","date_gmt":"2017-11-20T23:16:30","guid":{"rendered":"http:\/\/hr.uw.edu\/talent\/?page_id=45"},"modified":"2025-08-18T09:24:14","modified_gmt":"2025-08-18T17:24:14","slug":"process-and-rationale","status":"publish","type":"page","link":"https:\/\/hr.uw.edu\/talent\/hiring-process\/background-checks\/process-and-rationale\/","title":{"rendered":"Background checks: Process"},"content":{"rendered":"<p>This webpage outlines the processes for requesting a criminal conviction history background check by employment type.<\/p>\n<h4 id=\"staff-process\">Staff process<\/h4>\n<p>UW Human Resources (UWHR) reviews candidate-disclosed convictions (if any) to determine final candidate referrals. Campus departments will then:<\/p>\n<p><strong>1.<\/strong> Complete the recruitment, evaluate candidates, and select the final candidate.<\/p>\n<p><strong>2.<\/strong> Campus users, submit the Initial Offer request in Workday, which will initiate the sexual misconduct disclosure process. (Medical Centers Recruiting will coordinate this for units).<\/p>\n<p><strong>3.<\/strong> Make an offer of employment to the final candidate contingent on obtaining a satisfactory criminal background check.<\/p>\n<p><strong>4.<\/strong> If the candidate accepts the offer of employment, campus users should complete the Extend Verbal Offer to do in Workday. This step will initiate the vendor background check, if needed.<\/p>\n<p><strong>5.<\/strong> Your HR recruitment team member will then run the criminal conviction history background check. Emails to the finalist will come from noreply@hireright.com.<\/p>\n<ul>\n<li>If the candidate is eligible for employment, your HR recruitment team member will initiate the hire.<\/li>\n<li>If the candidate is not eligible for employment, the HR recruitment team member will inform you that the candidate has a disqualifying criminal conviction history, but will not reveal the details of the criminal conviction information. HR will also notify the candidate of ineligibility for employment via email.<\/li>\n<\/ul>\n<p class=\"uwhr-toc-top-btn\"><a href=\"#toc\">Return to top<\/a><\/p><h4 id=\"student-employees-volunteers-and-contractors\">Student employees, volunteers, and contractors<\/h4>\n<p>Student employees, volunteers or contractors working on campus who perform duties that meet one or more of the <a href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/background-checks\/security-safety-sensitive-criteria\/\">security\/safety sensitive criteria<\/a> are required to complete a criminal history background check. Background checks for student employees, volunteers or contractors are run by Sterling.<\/p>\n<p>Once you have identified the student employee or volunteer, you will initiate the background check using the online <a href=\"https:\/\/apps.ideal-logic.com\/ttmchbc\" target=\"_blank\" rel=\"noopener\">Student and volunteer background check request tool<\/a>. Please email <a href=\"mailto:ttmchbc@uw.edu\">ttmchbc@uw.edu<\/a> to request access.<\/p>\n<p>Requests may be added individually or through a mass load by using a template provided within the request tool. For a step-by-step description of this process, view the <a class=\"uwhr-form  \" target=\"_blank\" href=\"https:\/\/hr.uw.edu\/talent\/wp-content\/uploads\/sites\/17\/2024\/02\/Student-Volunteer-Background-Check-Request-Tool-20240223-a11y.pdf\">Student and Volunteer Background Check Request Tool (PDF)<\/a>.<\/p>\n<p>To submit a request you will need:<\/p>\n<ul>\n<li>the student\u2019s or volunteer\u2019s name.<\/li>\n<li>their email address. If they are a UW student or employee, you will need their NetID (not a personal email address).<\/li>\n<li>the name of the Procard holder.<\/li>\n<\/ul>\n<p>After you submit your request, the following will occur:<\/p>\n<ol>\n<li>Your applicant will receive an email from <a href=\"mailto:ttmchbc@uw.edu\">ttmchbc@uw.edu<\/a> that includes instructions and a link for completing the online Criminal History Disclosure and Authorization (CHD). The student will receive reminder notices every 4 days until the CHD is complete, unless you send an email to cancel the background check request.<\/li>\n<li>After the CHD is completed and cleared, you and the applicant will receive an email from <a href=\"mailto:ttmchbc@uw.edu\">ttmchbc@uw.edu<\/a> saying that the background check has been initiated with Sterling, the UW\u2019s background check vendor, and that your applicant should watch out for an email from Sterling with further instructions.<\/li>\n<li>Your applicant will receive a time sensitive invitation from Sterling (no-reply@uss.sterlingcheck.app). They must follow the instructions and submit the requested information. Sterling will send a reminder every 2 days and the invitation will expire after 10 days.<\/li>\n<li>The applicant will receive confirmation from Sterling (no-reply@uss.sterlingcheck.app) when the background check is complete and cleared. Both you and your applicant will receive a notice from <a href=\"mailto:ttmchbc@uw.edu\">ttmchbc@uw.edu<\/a> that the background check is clear. The applicant\u2019s notice will include instructions for accessing their background check.<\/li>\n<li>Your Procard holder will receive an invoice from <a href=\"mailto:accountsreceivable@fadv.com\">accountsreceivable@fadv.com<\/a>. For additional information about costs and billing see <a href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/background-checks\/costs-and-billing\/\">Background checks: Costs and billing<\/a>.<\/li>\n<\/ol>\n<p>UWHR will contact the candidate and the department if the background check results return a disqualifying conviction.<\/p>\n<p class=\"uwhr-toc-top-btn\"><a href=\"#toc\">Return to top<\/a><\/p><h4 id=\"faculty-and-other-academic-employees\">Faculty and other academic employees<\/h4>\n<p><a href=\"https:\/\/ap.washington.edu\/ahr\/policies\/recruitment\/criminal-background-checks-regarding-academic-personnel\/\" target=\"_blank\" rel=\"noopener noreferrer\">Academic Human Resources<\/a> provides information about the background check process for academic personnel.<\/p>\n<p class=\"uwhr-toc-top-btn\"><a href=\"#toc\">Return to top<\/a><\/p><h4 id=\"positions-having-access-to-select-agents\">Positions having access to select agents<\/h4>\n<p>UW Environmental Health and Safety notifies employing units of the background check and suitability assessment requirements and processes.<\/p>\n<p class=\"uwhr-toc-top-btn\"><a href=\"#toc\">Return to top<\/a><\/p><h4 id=\"criminal-conviction-history-background-check-cchbc-requirements-for-uw-and-third-party-led-youth-programs\">Criminal Conviction History Background Check (CCHBC) requirements for UW and Third Party led Youth Programs<\/h4>\n<p>UW requires all employees and volunteers who have duties that fit the criteria for designation as authorized personnel to complete a CCHBC in accordance with <a href=\"https:\/\/www.washington.edu\/admin\/rules\/policies\/APS\/10.13.html\">Administrative Policy Statement 10.13 <i>Protecting Youth at the University of Washington.<\/i><\/a><\/p>\n<p class=\"uwhr-toc-top-btn\"><a href=\"#toc\">Return to top<\/a><\/p>","protected":false},"excerpt":{"rendered":"<p>Learn about the process for requesting a criminal conviction history background check.<\/p>\n","protected":false},"author":49,"featured_media":0,"parent":43,"menu_order":9,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_lmt_disableupdate":"no","_lmt_disable":"no","footnotes":""},"class_list":["post-45","page","type-page","status-publish","format-standard","hentry","search_bucket-page"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - 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