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Office of Human Resources

Employee & Recruitment Services


XI. CURRENT EMPLOYEES AND VOLUNTEERS

INTERNAL MOVEMENT POLICY

  • Current employees and volunteers who are moving positions/roles, or are having a change to their Job Code, Department, or Position Number, or are gaining additional duties may need to complete a new Background Check in accordance with policy. The chart below details these requirements.
  • Internal Movement is defined as:
    • promotions, laterals, demotions, reassignments, transfers, changes in assignment, or movement from one workgroup to another
  • Reclassifications of A&P or USPS positions require a new background check only if the new duties require a Level 2 Background Check and if one has not previously been completed.

EXCEPTIONS

  • If the employee has had the same level of check within 1 year of the anticipated start date of the internal movement, Human Resources may reference the background check on file for the new appointment/role.
    • OPS: If unfunded for 90+ days and undergoing internal movement with duties requiring a background check, a new check will be required.
  • For Additional Appointments or Duties: A new background check is only required if the new appointment/duties require a higher level check than previously completed.

TIMING

  • When required, Background Checks must be completed and approval to proceed received from the Office of Human Resources before the start of employment for all appointments (AEX, Faculty, A&P, USPS, OPS, and Graduate Assistants).
    • Employment may be offered provided that the following contingent language is included in the offer letter:
    • "Your job offer is contingent upon your successful completion of the University's onboarding process before your start date, which may include a criminal history background check as well as compliance with State and University requirements."

  • Unless pre-approved by the Chief Human Resources Officer, Human Resources will not conduct a Criminal History Background Check more than 120 days (4 months) before an employee's effective date.

ARREST NOTIFICATION POLICY

  • All current A&P, USPS, and OPS (including Graduate Assistants, Post-Doctoral Students, and Federal Work Study) employees must inform their supervisor within two (2) business days if arrested for any felonies or first degree misdemeanors (or the equivalent thereof in another state). The employee must also notify their supervisor of the final disposition of their case within two (2) business days. In both circumstances, the supervisor must immediately consult with Employee & Labor Relations in the Office of Human Resources to determine if the offense is job related and for additional guidance.

GRADUATE ASSISTANTS

  • Once a background check is completed on a Graduate Assistant, that check is valid for the life of the student's employment as a Graduate Assistant with the University, with the exception being if the Graduate Assistant:
    • Switches appointments triggering a higher level check;
    • Obtains additional duties or an additional appointment triggering a higher level check;
    • Cares for vulnerable populations and has a 90+ day gap in funding at FSU;
    • Will be working Summer Camps; or
    • Has a true break in service from any/all appointments (terminated from OMNI for 31+ days) and is being considered for rehire.
 

Criminal History Background Checks are required for current employees and volunteers as outlined below:

Internal Movement of A&P or USPS
(e.g. promotions, laterals, demotions, reassignments, transfers, changes in assignment, movement from one workgroup to another)

Yes

Salaried Faculty to A&P or USPS

Yes

OPS to Faculty, A&P, or USPS

Yes

Salaried Faculty to Salaried Faculty

If moving into positions of special trust or responsibility - reference the Current Employees/Volunteers Section II.B.2.a.2. of Criminal History Background Check Policy 4-OP-C-7-B11

OPS to OPS
(including OPS Faculty)

If the duties of the position warrant it - reference the Current Employees/Volunteers Section II.B.2.a.2. of Criminal History Background Check Policy 4-OP-C-7-B11

Faculty, A&P, or USPS to OPS

If the duties of the position warrant it - reference the Current Employees/Volunteers Section II.B.2.a.2. of Criminal History Background Check Policy 4-OP-C-7-B11

Reclassification of A&P or USPS Positions

If required by state or federal law, including for positions of special trust or responsibility - reference the Current Employees/Volunteers Section II.B.2.a.7. of Criminal History Background Check Policy 4-OP-C-7-B11

One Volunteer Role to Another

If the duties of the volunteer role warrant it - reference the Current Employees/Volunteers Section II.B.2.a.5. of Criminal History Background Check Policy 4-OP-C-7-B11