INTRODUCTION
In order to
create a safe and secure workplace and to
ensure that HiCa Ventures employees are
qualified to perform the jobs for which HiCa
Ventures LLC hires them, HiCa Ventures LLC
will conduct pre-employment screening,
including criminal background checks, on all
finalists.
All employment offers are contingent upon
the finalist's successful completion of the
applicable pre-employment screening process
as defined here.
DEFINITIONS
Criminal
Record Background Check includes checks of
motor vehicle license, court records, and
criminal convictions based on identification
and personal information provided by the
finalist.
Finalist means any person in the group of
individuals actually submitted to the hiring
official for selection as a new hire or any
employee of a HiCa Ventures LLC who seeks a
transfer, a reclassification or a
reassignment.
Fingerprint Based Criminal Record Background
Check includes state and nationwide checks
for criminal convictions based on the
finalist's fingerprints.
STANDARD PRE-EMPLOYMENT
SCREENING
Prior to
extending an offer of employment (including
internal hires):
The hiring authority or a designee will
check and verify the following information:
Human
Resources will arrange the following records
checks:
CRIMINAL
BACKGROUND CHECK APPLICATION
A
fingerprint-based criminal record background
check is conducted on all finalists, both
internal and external, for Security- or
Safety-Sensitive positions, and on all
finalists who have disclosed a prior felony
conviction on the employment application.
A name-based criminal record background
check is conducted on all finalists, both
internal and external, for all other
positions.
When a finalist for a change of position
(such as reclassification, promotion,
transfer or other similar change) or a
finalist previously employed by the
University has had a criminal background
check within the past twelve months equal to
the criminal background check required of
the new position, Human Resources may exempt
the department from conducting a duplicate
check at the time of the internal change or
rehire.
BACKGROUND
CHECKS FOR NON-EMPLOYEES/ISR
Currently,
HiCa Ventures LLC is not required to conduct
criminal background checks on independent
sales representative, affiliates,
associates, or volunteers, unless such
individuals perform a Security- or
Safety-Sensitive job. However, may be
required to submit to criminal background
checks in order to participate in training
programs, view financial documents, banking
information at HiCa Ventures LLC and under
policies and procedures in effect at other
institutions.
ADDITIONAL
REQUIREMENTS
Additional
pre-employment screening required by
statute, contract or policy is not
discretionary and is coordinated by Human
Resources.
INFORMATION COLLECTION
A signed
authorization from the finalist is required
before criminal background information or
pre-employment identity verification may be
requested. This information is collected
during the application process. If a
prospective employee refuses to provide such
authorization, the individual is ineligible
for consideration for employment.
INFORMATION EVALUATION
Human
Resources coordinates all criminal and motor
vehicle records checks and the resulting
reports. In considering whether to hire a
finalist who has been convicted of a
criminal offense, HiCa Ventures LLC will
consider the following factors:
-
The
relevance of a criminal conviction to
job duties
-
The date
of the most recent offense and
employment history since the commission
of the crime
-
The
nature of the offense
-
The
accuracy of the information the finalist
provided on the employment application
-
If the
felony occurred when the individual was
a minor, consideration will be given to
whether the minor was treated as an
adult for purposes of prosecution.
Any material
misrepresentation or omission on any
employment application materials, including
but not limited to the job application,
résumé or vitae, may be grounds for
rejection of the application or termination
of any subsequent employment with HiCa
Ventures LLC.
COMPLIANCE WITH THE FAIR CREDIT REPORTING
ACT
In some
cases, an outside vendor may uncover
information that may disqualify a finalist
from employment consideration. In such a
case, HiCa Ventures LLC will notify the
finalist of the information and provide a
minimum of five days for the finalist to
refute, explain or correct the information.
RECORD RETENTION
Human
Resources manages and retains criminal
pre-employment screening information.
Documents related to pre-employment
screening information collected by hiring
departments are filed and maintained in the
departments and destroyed after three years,
in accordance with the State of
California/Hawaii/Texas Records Retention
Schedule.
INFORMATION RELEASE
Criminal
history record information is regarded as
confidential and will be released only
consistent with applicable law.
