Skip to main content

Office of Human Resources

Employee & Recruitment Services


IV. BACKGROUND CHECK QUESTIONNAIRE & PROCESS GUIDES


Process Aid Links:


Purpose:

  • The Background Check Questionnaire is required for all appointments and provides a snapshot of the duties of a job compared to the requirements of University Policy 4-OP-C-7-B11, Criminal History Background Checks. It serves as a tool to determine if a background check is needed, and if so at what level.

Required for:

  • Advertised Job Openings: to review the position duties and determine the background check requirements before posting the job opening.
  • Unadvertised Appointments: including additional appointments and rehires, to determine the background check requirements for the duties of that specific appointment.
  • Internal Movement Actions: including promotions, laterals, demotions, reassignments, transfers, changes in assignment, and movement from one workgroup to another (e.g., OPS to A&P/USPS/FACULTY, A&P/USPS to Faculty, Faculty to USPS/A&P, etc.)

Guidance on Part 1 "Specialized" Questions:

  • Question 1: "Is this job/role located in the FSU Childcare Center?"
    • Select "Yes" only if the position/candidate will work in the FSU Childcare Center.
  • Question 2: "Does this job/role require a specific screen to be performed for which approved external agencies complete screenings? (DRS positions, positions within a K-12 school system, etc.)"
    • Select "Yes" only if candidates for this position require external screening due to the location of their work (working in a Leon County K-12 School and require the Leon County background check). The external background check may satisfy FSU's background check policies and negate the need for a new background check.
  • Question 3: "If the hiring department for this job/role has been granted approval by the Office of Human Resources to perform a specific background check for all employees, select the appropriate level. If not applicable, select "NO.""
    • Select "Yes" only of the department has a pre-approved practice from the Office of Human Resources to have certain background checks run on all employees in the department. This practice would only be approved due to the department's environment associated with state/federal mandates.

Completing the Questionnaire:

  • Effective September 2017, the Background Check Questionnaire will be integrated in the Job Postings and Job Offers created within OMNI-HR.
    • Job Postings: Background Check Questionnaire is completed on the job opening.
    • OPS/GA Express Hires: Background Check Questionnaire is completed on the job offer.
  • Appointment actions that do not include OMNI-HR Job Postings or Job Offers (e.g., p-PAF hires, e-PAF internal movement actions) will follow the current process of completing the Background Check Questionnaire within the Background Check Forms Portal.

Process:

  • Job Openings (Faculty, Executive Service, A&P, USPS, & OPS):
    • The Background Check Questionnaire is completed when creating a job opening in the Job Opening screen.
    • Answer each question by selecting from the drop-down menu, or upon clicking on the answer field, type "N" for "NO" or "Y" for "YES", then "Tab" to the next question/answer.
    • Upon answering all questions, the required background check level will populate at the bottom of the page. (The example shown below is of a salaried position. Under policy, salaried positions require at a minimum a Standard Background Check).
    • In addition to the sections above, the questionnaires for OPS Job Openings contain a "Part 4" outlining the requirements of the background check policy as it relates to OPS appointments.
    • The Background Check Questionnaire page does not display to applicants. Once the page has been completed, indicate if a background check is required (and if so at what level) in the Postings tab of the Job Opening (Posting Description Type = Criminal Background Check, then choose the appropriate Template).
    • Answers to the Questionnaire must be reviewed and confirmed by the position supervisor prior to submission. Question #2 in the last "Part" of the Questionnaire provides only "YES" options to ensure confirmation of the supervisor approval (select either "YES" option).
    • If the Background Check Level Code returns with the "XXXX" value, as pictured in the example below, HR will review and select the appropriate background check level manually and notify the department upon approving the Job Opening.
  • Job Offers for Advertised Job Openings: Once the recruitment process has come to a close and a top candidate is identified, refer to the Postings tab for the required background check level. If a background check is required, submit the Background Check Request Form via the Background Check Forms Portal.
    • Once pre-employment checks have been completed (e.g., background check, references, salary approval, education verification, license/certification verification, etc.), the job offer can be made.
    • Employment cannot begin until all required background checks are completed and approval received from the Office of Human Resources.
    • To complete the Job Offer in OMNI-HR:
      1. From the Applicants tab, across from the candidate's name > click Other Actions > Recruiting Actions > Prepare / View Job Offer.
      2. Complete the Offer Details tab.
      3. As pictured in the example below, on the Background Check tab, choose the appropriate expense account code from the Combination Code lookup and list Chartfields if applicable.
      4. Enter the Description of Duties (required for OPS offers) or any applicable Comments.
      5. Complete the Outside Recruiting tab.
      6. Click the Submit for Approval button to submit the job offer.
  • OPS/GA Express Pool Hires:
    • The Background Check Questionnaire for express hires (OPS/GA Express) is completed within the job offer process on the "Prepare Job Offer" screen in the "Background Check" tab.
    • Once a top candidate is identified, complete the Job Offer process in OMNI-HR and notify the candidate that the Job Offer is contingent on the successful completion of the University's onboarding process and the favorable results from any required background checks. (When entering the start date, allow time for the background check to be conducted, if applicable.)
      • Once all required action is taken, a formal and final Job Offer can be presented to the candidate. Candidates should not begin work until a background check has been completed, or HR has vetted that a background check is not required.
    • To complete the Job Offer action in OMNI-HR:
      1. From the Applicants tab, across from the candidate's name > click Other Actions > Recruiting Actions > Prepare / View Job Offer.
      2. Complete the Offer Details tab.
      3. As pictured in the example below, on the Background Check tab, choose the appropriate expense account code from the Combination Code lookup and list Chartfields if applicable.
      4. Enter the Description of Duties (required for OPS offers) or any applicable Comments.
      5. Complete the Outside Recruiting tab.
      6. Click the Submit for Approval button to submit the job offer.
  • GA Job Opening Pools per Department/Job Code:
    • Similar to the previous paper "Questionnaire for Multiple Candidates," or "Blanket Questionnaire" process, if a large number of Graduate Assistants will be hired with the same department, Job Code, and duties, a single GA Job Opening can be created by the department versus completing a Background Check Questionnaire within each Job Offer from the main GA Express pool.
    • To complete a Job Opening for multiple GA hires:
      1. Go to OMNI HR > Main Menu > Recruiting > Creating Job Opening. Select the OPS/Temporary Job Family, enter the Department Number, choose the appropriate Job Code and Recruiting Location, and enter a Job Posting Title reflective of the group of hires with identical duties.
      2. On the Job Information tab, enter the appropriate Target and Available Openings for number or hires to be made.
      3. Complete the Background Check Questionnaire and enter an appropriate and detailed Description of Duties for the hires.
      4. Postings tab: For GA job openings, do not add a Job Posting in order to not advertise the opening for applications. Remove the Job Posting Destinations lines at the bottom, as these openings are for appointment purposes and do not get advertised.
      5. Complete the fields on the Hiring Team tab, to include selecting your Recruiter, Hiring Authority, and Records Custodian.
      6. Upon completion, Submit for approval.
      7. Once the Job Opening is approved by your Recruiter, create the GA records, link them to the job opening you created, and prepare job offers as you would when using the GA Express method. All job offers made from this pool must be created with the same job code used in the opening.
      8. If a background check is required, it must be conducted prior to the GA candidate's start date.
  • Appointment Actions without HR-OMNI Job Offers (e.g., p-PAF hires, ePAF internal movement actions):
    • Once a top candidate is identified, complete the Unadvertised Background Check Questionnaire within the Criminal History Background Check Forms Portal.
    • The Questionnaire is automatically emailed to the Department Representative and position supervisor. Upon review and approval, the position supervisor must sign the Questionnaire and scan it to HR-ERS@fsu.edu.
      • If the Questionnaire indicates that a background check is not required, HR will review, make the final determination, and notify the department if they can proceed with hire.
      • If the completed Questionnaire indicates a background check is required, complete a Request Form within the Criminal History Background Check Forms Portal in order to initiate the background check. HR will conduct the background check and advise the department if and when they can proceed.
    • Once pre-employment checks have been completed (e.g., background check, references, salary approval, education verification, license/certification verification, etc.), the job offer can be made.
    • Employment cannot begin until all required background checks are completed and approval received from the Office of Human Resources.