XIV. Graduate Assistants

FSU's Background Check Policy (reference Section B.1.b.) requires background checks for Graduate Assistants (GAs) only when certain duties are performed. Policy does not require background checks be conducted for all GAs. Duties which require a background check can be found on the “Duties Requiring Background Checks” Page.

QUESTIONNAIRES

• Background Check Questionnaires are completed within all OMNI-HR Job Offers for GA Express Job Openings and are reviewed by The Office of Human Resources within the review of the Job Offer. If a Background Check is required, the check will be initiated once the candidate completes the first portion of their Onboarding process which includes required data to initiate the proper background check.
• Background Check Questionnaires require manual completion via the Background Check Forms Portal for personnel actions not using an OMNI-HR Job Offer such as the following:
  
  1. Internal Movement via ePAF (transfers between departments)
     
     1. Exemptions: Job Code, supervisor, or assignment changes within the same department do not require new Background Check Questionnaires)
  2. Additional Duties requiring a higher level background check (e.g., unexpectedly now working with regulated materials)
  3. Additional Appointments outside current department
• An Unadvertised Questionnaire for Multiple Candidates is available within the Forms Portal for groups of GAs with the same Job Code, Department, action, and duties.
• Duties: If the GA is likely to perform any of the duties listed on the Questionnaire at any time during their work with the Department, then select "Yes" to that. If the GA's duties do un-expectantly change and might trigger a higher-level check than previously completed, complete a Questionnaire and coordinate a new check with HR.
  • Example: If the GA is hired into Chemistry and will teach for the first 2 semesters, but will most likely be responsible for labs and chemicals the following summer, complete the Level 2 check upon original appointment. The Level 2 check completed will be good for the life of the GA appointment.

BACKGROUND CHECK REQUEST FORMS

1. Personnel Actions via Job Offer: If a personnel action (new hire, rehire, additional appointment) is made via OMNI-HR Job Offer, the background check research and initiation process will be completed within Onboarding where the candidate will be prompted for all required information to initiate the proper check. No manual Request Form is needed from the department. If no new check is required HR will approve the appointment and notify the department.
2. Personnel Actions without a Job Offer: If a personnel action is made via ePAF (internal movement) and the Questionnaire completed via the Forms Portal indicates that a Background Check is required, then the department should coordinate with HR to determine if a previous background check is valid for any of the GAs listed on the Blanket Questionnaire. If previous background checks are not valid, the department will complete a Background Check Request Form using the Background Check Forms Portal for each GA requiring a new background check on the Blanket Questionnaire.

GRADUATE ASSISTANT BACKGROUND CHECK VALIDITY PERIOD

1. Once a background check is completed on a GA, outside of the exceptions listed below, it is valid for the life of the student's GA employment with the University .
   
   1. A new background check is required if the GA:
      1. Switches appointments, triggering a higher-level check.
      2. There is a true break in service (terminated from all OMNI appointments for 31+ days) and the individual is being considered for rehire.
      3. Cares for vulnerable populations and has a 90+ day gap in funding at FSU.
      4. Will be working in a summer camp which requires a DCF Level 2 Summer Camp check and must be completed prior to the summer camp employment. Please consult with the separate Summer Camp resources for specific instructions.

GA OFFER LETTERS SHOULD INCLUDE

Contingent language: Contingent language should be included in the original offer letter to provide the GA adequate notice that a background check may be required of his/her appointment at any time based upon assigned duties.