Criminal Background Checks
New University Policy, Effective April 2, 2004
The University is implementing a new Criminal Background Check policy effective as of April 2, 2004. Please see Vice Chancellor Mitchell's letter. Positions deemed "sensitive" by Human Resources (HR) are affected. Employees currently in sensitive positions are not affected. Transfer, promotions, reclassification, reassignment, and new hires are subject to the new policy. Here is a brief summary of the process.
More information is available at the “Personnel Policies and Union Contracts” section of the Office of Human Resources' website under “Other University and campus policies”.
What this means for departments:
Departments must work with HR to determine which positions are "sensitive".
- If someone takes such a position after 4/2/04, the department must arrange to have that employee/applicant fingerprinted at UCPD. The department must print, complete and file a copy of the
Employee/Applicant Release and Disclosure Form (102 KB,
PDF). UCPD will need a copy of this form and a copy of the sensitive position’s job description. Copies of these documents may be faxed to UCPD once the fingerprint appointment is made.
- The department should fill out section 1-4 of the Request for Live Scan Service form (a 3-part form available for pickup from UCPD). The employee/applicant also fills out a portion and must bring the form to UCPD for their fingerprint appointment. The
Sample Request for Live Scan Service Form (14KB, )indicates in yellow the areas that should be filled in.
- Each department must fax (2-6434) or send a completed IOC for payment. UCPD will not take fingerprints until payment has been received. The rate is listed on the recharge page.
- The department must call 2-6760 to make an appointment for each employee/applicant.
What this means for the employee/applicant:
- Your hiring department will make appointment for your fingerprinting at UCPD.
- You should be provided with the Request for Live Scan Service form to bring with you. Sections 1,2 and 4 are to be completed by the department. You must fill out section 3.
- You must present valid identification at the time of fingerprinting. Examples of valid identification are a driver's license, passport, or birth certificate with a picture ID.
- UCPD uses a non-ink fingerprinting system that will not stain your clothing. The fingerprinting process usually takes 15 minutes.
What happens with the results:
- The State of California Department of Justice usually sends results to UCPD within 7 business days. The FBI usually takes 30 days. UCPD will receive the entire criminal history or record. Please note: juvenile offenses and certain other convictions may be sealed by the courts, and will not by sent to UCPD.
- UCPD will send a letter of the results to every person fingerprinted. The letter will be sent immediately if there is no criminal history.
- If a criminal history is reported, the results are sent to the UC Criminal Background Check Review Committee for review. The committee will decide within 7 business days if the criminal history disqualifies the employee/applicant from the new position/duties. The committee will inform UCPD of decision.
- UCPD will inform the department and the individual in writing of the committee's decision.
Other Resources:
