Criminal Background Report Procedure
A criminal background report (CBC) will be completed on any individual who is selected as the final
candidate for a position at Appalachian State University. Exceptions, Faculty and/or staff members
who maintain a continuous employment relationship (as defined as lacking any formal, legal
separation) with the University, with no greater than twelve (12) months break in service, will not be
subject to background checks separate from the initial check completed upon hire. A satisfactory
CBC must be completed before an applicant can begin work.
*When a current Non-Student Temporary Employee is scheduled to begin the required 31-day break
in service and returns as a temporary employee, a new background check is not required if a
successful background check has already been completed and the temporary employee has been in
active pay status within the past 12 months. If a background check has not been completed or if the
returning temporary employee has not been in active pay status within the past 12 months, a new
successful background check must be completed before the employee is allowed to return to work.
SHRA/Temporary Positions
EHRA Positions
The search committee chair notifies HR of selection
decision, via the AppState Careers portal. The hiring
authority moves final candidate’s application to the
Recommend for Hire workflow state, prompting HR to
check if candidate needs to complete a criminal
background check.
• The search committee chair directs
browser to AppState Careers website
for employees and supervisors
• Selects applicant tracking portal
• Chooses posting the applicant has applied to
• Selects Applicants tab
• Enter candidates name in the search field and
click search.
• Change final candidates workflow state
• Click on candidate's name to go to application
• Click Take Action on Job Application, a drop
down menu will appear
• Click on Recommend for Hire
• If HR determines CBC is required, HR will
change candidate’s workflow state to
Recommend for Hire (CBC Required).
The hiring authority notifies HR the verbal offer has been
accepted, via the AppState Careers portal. The hiring
authority moves final candidate’s hiring proposal to the
Offer Accepted workflow state, prompting HR to check if
candidate needs to complete a criminal background
check.
• The hiring authority directs browser to the
AppState Careers website for employees and
supervisors
• Selects to the applicant tracking portal
• Chooses hiring proposals
• Enter candidates name in the search field and
click search.
• Change final candidates workflow state
• Click on candidate's name to go to hiring
proposal
• Click Take Action on Hiring Proposal, a drop
down menu will appear
• Click on Offer Accepted, moving the hiring
proposal to Human Resources
• If HR determines CBC is required, HR will change
candidate’s workflow state to Offer Accepted
(CBC Required).
●
The above action will send the automated email to the candidate, notifying them that
InfoMart, our third party vendor, will be sending a separate email with a link to a secure
website where finalist completes the background check process online.
●
The candidate submits the online request to InfoMart. (Results are generally available online
within 2 to 5 business days. Multiple state checks and international checks may take longer).
The Office of Human Resources requests candidate’s timely completion of the request in order
to prevent delays to the consideration process.
•
All job offers are conditional until the criminal background report is reviewed. No
candidate may begin work until the background check is completed and approved.
•
If candidate applied using AppState Careers and the results are clear, the HR Employment
Director will transition the Hiring Proposal to All Approvals Obtained-Extend Offer. The Hiring
Department will make an offer and notify HR if candidate accepts position and establish a start
date.
•
If the results are not clear, the Director of HR or a designee from HR, will make
determination and will follow procedures as outlined in section 4.3 of the Criminal
Background Reports policy.
To ensure that false or erroneous information has not been transmitted in the criminal background
report, and to comply with the Fair Credit Reporting Act (FCRA), the following measures shall be
taken:
●
If withdrawal of employment offer is being contemplated, the HR Employment designee will
inform the candidate of the criminal background report. The HR Employment designee will
provide the candidate with a copy of the background report, a copy of candidate’s rights under
Fair Credit Reporting Act, and a pre-adverse action notice via certified mail, return receipt
requested
• The candidate will be given an opportunity to address the concerns/issues revealed in the criminal
background report. The HR Employment designee and/or hiring division
representative will wait five (5) business days from the date the return receipt is signed, or ten
(10) business days from the date the copy of the report is mailed, if the return receipt is not
signed, before making an employment decision.
● If it is determined that a candidate will not be extended an offer of employment, based upon
information revealed in a criminal background report, the Hiring Proposal will be returned,
electronically, to the hiring department and they will be asked to select another final
candidate. If a conditional offer of employment has been extended, the HR Employment
designee will notify the prospective employee that the offer of employment is withdrawn. This
notification must be sent certified mail, return receipt requested, and contain the following
information:
▪
The name, address, and phone number of the Consumer Reporting Agency (“CRA”)
that provided the report, including a toll-free telephone number if the CRA compiles
and maintains files on consumers on a nationwide basis. A statement that the CRA
did not make the adverse decision and is unable to give specific reasons why the
adverse decision was made.
▪
Notification that the applicant has the right to:
• Obtain a free copy of the criminal background report
• Dispute the accuracy or completeness of any information in the report
●
HR designee will ensure that background check records are maintained in accordance with
North Carolina law. These application documents and related materials are considered to be
confidential and will not be subject to public release as required or allowed by applicable
provision of the North Carolina State Personnel Act (N.C.G.S., Chapter 126).
