TEXAS WOMAN'S UNIVERSITY
TWU HUMAN RESOURCES OPERATING POLICY

50.10

SUBJECT:                 Employment Background Verification Process

DATE PASSED:          October 6, 1998

DATE REVIEWED:     January 1, 2003

REVIEW NEXT BY:    January, 2008

PURPOSE:

The purpose of the Texas Woman’s University Operating Policy and Procedure (TWU OP) is to define the background and verification process as outlined in the Texas Government Codes and as designated by the University.  Virtually all TWU positions will be designated as security-sensitive, thus subject to background verifications.

POLICY/PROCEDURE:

1.      General

Security-sensitive positions are those in which employees have access to or control of activities, systems and/or resources which are prone to misappropriation, malicious mischief, damage and/or loss or impairment of communication and control.

2.      Policy

a.   “Security-sensitive positions” means a position held by an employee who:

(1)    routinely handles currency and other negotiable assets;

(2)    has access to a computer terminal;

(3)    has access to master control and key systems;

(4)    has authority to make changes to automated Administrative Data

      Processing (ADP) systems via on-line terminals;

(5)    handles confidential information;

(6)    is a member of police, security and/or guard forces;

(7)    has access to routine storage, issues and transports supplies and

      equipment and

(8)    all other positions as may be designated by the Director of Human

      Resources (DHR) and as allowable by the state law and approved by the

      Vice President for Finance and Administration (VPFA).

b.   All positions will be designated as security-sensitive unless identified otherwise in individual job descriptions or in any advertising for job applicants by the Office of Human Resources (OHR) concerning recruitment

c.    Employees will be recruited and selected for these positions in accordance with University provisions of TWU OP 50.02 and the following procedures:

(1)  A minimum criminal background check (information already available in

     the public domain) will be completed on all applicants and completed

     by the OHR employment personnel on the final selected candidate.

(2)  The OHR has developed a guide sheet on employment criteria for applicants with criminal records.  This “Employment Eligibility Determinations for Applicants with Prior Convictions” is located on the OHR Employment webpage and OHR employment personnel will have the sole responsibility in determining an applicant’s employment eligibility.

(3)  The OHR has developed a Notification and Authorization to Obtain (NAO) information liability release form (included in the application packet) for employment information gathered during the background and selection process for final selected candidates.

(4) If fingerprinting is desired, requested and authorized, the OHR will send the candidate to the TWU Department of Public Safety for this processing.

d.  The OHR will maintain all background verification records in a confidential file. 

Approvals:

Policy Reviewer:        Associate Vice President of Human Resources

Approved:                 Vice President for Finance & Administration