Background checks and fingerprinting
Background checks are conducted to ensure the continuing safety of our workforce, constituencies and community members, and the security of university resources. Although background checks are no guarantee against criminal acts, they do reduce the likelihood of crime, and may reduce the health System's liability in the event a crime occurs.
Background checks are conducted for all career, limited appointment, per diem, contract and casual-restricted (student-assistant) positions. All UC Davis Health System positions are deemed critical and are subject to a criminal background check.
All newly-hired employees must undergo a background check before they begin their employment at the health system.
All current employees must undergo a background check upon upward or lateral reclassification, promotion, or lateral transfer, unless one has been successfully completed within the last two years.
Background check form
To access the Background Check Authorization/Release form, go to http://www.ucdmc.ucdavis.edu/hr/hrdepts/forms/background_check.pdf.
Scope of background checks
- Background checks seek only felony convictions, felony-reduced-to-misdemeanor convictions, and misdemeanors which resulted in incarceration, parole, probation, community service, or fees. They also serve to verify identity. The background check is not a credit check.
- An individual subject to a background check shall not be required to disclose, nor shall any university background check investigate an arrest, detention or report of abuse that did not result in a felony conviction, unless such information is permitted or required by law.
- A background check shall be conducted regarding an individual from his/her 18th birthday to the present.
Disclosure and retention
Background check results are shared ONLY with authorized individuals who have themselves successfully completed a background check.
The Human Resources office retains background check results for thirty days, except where the background check results are relied upon to deny reclassification or appointment to the position. These results will be kept for two years, or until the conclusion of any related grievances or litigation. The Human Resources office secures both paper and electronic files from unauthorized access.
Background check results
- The Human Resources office (Recruitment and Compensation units) are notified of background check results. If the results are "clear," human resource staff finish processing the hiring or reclassification action.
- If the results of a background check are not "clear," human resource staff review the results in comparison with the duties of the position and make a recommendation to the Executive Director, Human Resources. The Executive Director makes a determination whether or not the hiring or reclassification action can proceed.
- If a current employee does not clear a background check, the Employee and Labor Relations unit is consulted. A current employee who does not clear a background check will not necessarily be separated or dismissed as a result of a check. Each situation is considered on a case-by-case basis and is dependent on the particular circumstances of the case.
If a current staff employee is not selected for transfer, promotion, or reclassification because of information obtained from a background check, the employee may file a grievance in accordance with, and to the extent allowed by, the provisions of the applicable contract or policy.
The employee must respond in writing to the Employee and Labor Relations office within ten (10) calendar days from the date of the Notice of Intent to Non-Select. Employee and Labor Relations will review the information and facts for final determination as to selection or non-selection of the employee for transfer, promotion, or reclassification. Employee and Labor Relations will review the information and facts for final determination as to selection or non-selection of the employee for transfer, promotion or reclassification. Employee and Labor Relations will notify the employee, in writing, of the final decision via confidential campus mail, to the employee's official UC address, with Proof of Service.
Within thirty (30) calendar days of the final decision, if the employee disagrees, she/he can file a grievance as permitted by the applicable policy or labor contract.
The Human Resources department will coordinate review of the response with the hiring department and will notify the employee of the final decision within three (3) business days.
If the employee fails to respond within ten (10) calendar days from the date of the Notice of Intent to Non-Select, his or her non-response will be considered an agreement and acceptance of the background check information and the final selection process will proceed.
The Background Check Report, the Notice of Intent to Non-Select, the employee's response and the university's response shall be attached to the confidential file. The Human Resources office shall retain the file for two (2) years or until the conclusion or any related grievances or litigation.
Employees in positions with cash-handling responsibilities are subject to a fingerprint check with the Department of Justice. These positions include:
Medical Office Service Coordinators (MOSCs)
Food Service Workers (some positions)
Patient Billers (some positions)
There may be other positions identified as having cash-handling responsibilities on a case-by-case basis. All employees in such positions are subject to a fingerprint check.
Employees who are hired, promoted, transferred, demoted, or reclassified into positions with cash-handling responsibilities are informed by Human Resources of their responsibility to undergo the fingerprint check. While these actions are not contingent on successful completion of the fingerprint check, employees may be subject to release from employment based on the results of the check.
Specifically, employees are provided with two forms to complete (UCD Authorization to Release information and Request for Live Scan). They are instructed to present the forms to the Department of Justice and have their fingerprints taken. They are to return the forms to Human Resources after the fingerprinting is complete. This documentation is maintained in Human Resources indefinitely.
Managers are asked to help ensure that employees with cash-handling responsibilities follow through with their obligation to obtain the Department of Justice fingerprint check.