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Procedural Updates Due to COVID-19

Any visitor to the UCLA campus must ensure that they do not exhibit any COVID-19 symptoms. Visitors are required to self-screen for COVID-19 symptoms and adhere to building signage at all UCLA sites when on campus.

Please visit the UCLA COVID-19 Action Center and select “Guest or Visitor (without a Single Sign-On or UCLA Logon ID)” to learn more about policies and procedures. Or for additional information regarding COVID-19 and campus protocols, visit: https://covid-19.ucla.edu/.

Thank you for your individual efforts in preserving the health and well-being of the campus.

Policy Related to Conviction Record Background Checks

The HR & Payroll Center – North (HRPCN) conducts conviction background checks via livescan (fingerprint) on all final candidates for employment (career, per diem, limited, contract and casual restricted), after a job offer is made and prior to the final applicant’s first day on the job, who are filling a position that is deemed to be a critical position.

Critical positions are those that include functions with the potential to incur human, financial or property loss or other harm to the University and its constituents. The criteria for identifying a position as “critical” are (for more detailed information please refer to PPSM Policy 21):

  • Master key access to residences and other facilities;
  • Direct responsibility for the care, safety, and security of humans or animals, or the safety and security of personal and University property.
  • Direct access to or responsibility for cash and cash equivalents, or University property disbursements, or receipt,
  • Direct access to or responsibility for controlled substances or hazardous materials
  • Extensive authority for committing the financial resources of the University,
  • Responsibility for operating commercial vehicles, machinery, or toxic systems that could result in accidental death, injury, or health problems;
  • A requirement for a professional license, certificate, or degree, the absence of which would expose the University to legal liability and/or adverse public reaction;
  • Direct access to and/or responsibility for information affecting national security,
  • Direct access to and/or responsibility for protected, personal, or other sensitive data.

A position must contain at least one of the elements listed above to be considered a critical position.

Who is Required to be Fingerprinted

All employees are required to be fingerprinted and employment with the University is contingent upon a satisfactory background check. Employees hired into a critical position must complete a background check prior to the start date of the new position.

Current UCLA employees may also be subject to a background check if they have never had a background check completed by the HR & Payroll Center North Office. Former employees who are rehired into critical positions, may also be subject to a background check if they have never had a background check completed by the HR & Payroll Center North Office, and when rehired past 90 days from their separation date.

Former employees, including retirees, who are rehired into critical positions, must also be subject to a background check if they have never had a background check completed by the University. In addition, those who are rehired into critical positions after a break in service of more than six months must also be subject to a background check.

 

Procedures

The following procedures are to be followed after the conclusion of recruitment. It is assumed that the department conducted a job search as outlined in Policy 20 and Policy 21 and verification of prior employment has been conducted.

Procedures to Hire Employees into a Critical Position:

  • The hiring department prepares an Employment Offer letter using the appropriate *Offer Letter Templates (Student Template or Non-Student Template) for the selected candidate.
  • Please do not use these forms if the candidate you are hiring is covering for someone on a Leave of Absence. Please contact our Employment Team for more information.

*Please note: these offer letters are to be used only for new hires/rehires. Offer letters for other transactions such as promotions and conversions will differ. Please reach out to the HRPCN for additional information.

  • The Employment Offer Letter provides information on the next steps for the candidate to complete the new hire/rehire employment forms.
  • Although the Employment Offer Letter is contingent upon the successful passing of the background check, for candidates hired in critical positions, the candidate may NOT begin his/her employment until after the department receives the background check results.
  • The hiring department sends the Employment Offer Letter to the final candidate and obtains the acceptance signature from the candidate. As per the instructions in the Employment Offer Letter, the candidate returns the signed letter back to the hiring manager.
  • The hiring department contacts the HRPCN via email at HRPCNorth@ucla.edu and submits the following documents:
  • The candidate contacts the HRPCN to schedule an onboarding appointment to be fingerprinted and complete their new hire forms.*
    • Please note that the Department of Justice (DOJ) requires certified fingerprint rollers to accept only current, valid, and unexpired picture identification documents as a primary valid identification.
  • The HRPCN emails the candidate to request completion of section 1 of the form I-9. The candidate must bring documents used to complete section 1 to the onboarding appointment. If valid documentation isn’t provided, the candidate will have 3 days to do so. A List of Acceptable Documents for Fingerprinting will be provided to the applicant to bring the necessary IDs to process the new hire forms.
  • Candidates will also be e-mailed a link to the UCLA COVID-19 Action Center with information about current COVID-19 policies and procedures. Please note that visitors are required to self-screen for COVID-19 symptoms and adhere to building signage at all UCLA sites when on campus. Candidates without symptoms can proceed to be fingerprinted, while any experiencing symptoms will need to re-schedule their appointment. 
  • The candidate is fingerprinted and all onboarding forms are completed.
  • The HRPCN notifies the hiring department that fingerprinting and onboarding are completed.
  • The HRPCN notifies the hiring department of background check results (results may be delayed due to DOJ/FBI response time. Hiring departments will be informed when such delay occurs).
  • When applicable, based on job requirements:
    • The hiring department provides the candidate with information to get a post-offer physical.
    • The candidate completes the post offer physical exam with the medical provider.
    • The HRPCN notifies the hiring department of post-offer physical results.
  • The hiring department prepares the Welcome Letter for the candidate, which includes the start work date (NOTE: candidate may give notice to current employer at this time).

* Appointments are accepted at the HRPCN Monday through Friday (excluding holidays). To schedule a fingerprinting appointment, please call the HRPCN at (310) 825-5951. Appointments are scheduled in 30 minute increments.

 

Procedures to Hire Employees into a Non-Critical Position:

At this moment in time, the only HRPCN clients in positions classified as non-critical are H&HS Dining Services Student Workers.

  • The hiring department prepares an Employment Offer letter using the appropriate *Offer Letter Template (Student Template) for the selected candidate.
  • The Employment Offer Letter provides information on the next steps for the candidate to complete the new hire/rehire employment forms.
  • The Employment Offer Letter is contingent upon the successful passing of the background check, thus the candidate may begin his/her employment prior to the department receiving the background check results.
  • The hiring department sends the Employment Offer Letter to the final candidate and obtains the acceptance signature from the candidate. As per the instructions in the Employment Offer Letter, the candidate returns the signed letter back to the hiring manager.
  • The hiring department contacts the HRPCN via email at HRPCNorth@ucla.edu and submits the following documents:
  • The candidate contacts the HRPCN to schedule an onboarding appointment to be fingerprinted and to complete their new hire forms.*
    • Please note that the Department of Justice (DOJ) requires certified fingerprint rollers to accept only current, valid, and unexpired picture identification documents as a primary valid identification.
  • The HRPCN emails the candidate to request completion of section 1 of the form I-9. The candidate must bring documents used to complete section 1 to the onboarding appointment. If valid documentation isn’t provided, the candidate will have 3 days to do so. A List of Acceptable Documents for Fingerprinting will be provided to the applicant to bring the necessary IDs to process the new hire forms.
  • Candidates will also be e-mailed a link to the UCLA COVID-19 Action Center with information about current COVID-19 policies and procedures. Please note that visitors are required to self-screen for COVID-19 symptoms and adhere to building signage at all UCLA sites when on campus. Candidates without symptoms can proceed to be fingerprinted, while any experiencing symptoms will need to re-schedule their appointment. 
  • The candidate is fingerprinted and all onboarding forms are completed. The HRPCN notifies the hiring department that fingerprinting and onboarding have been completed and the employee may start to work.
  • The HRPCN notifies the hiring department of background check results (Note: results may be delayed due to DOJ/FBI response time. Hiring departments will be informed when such delay occurs).

*Appointments are accepted at the HRPCN Monday through Friday (excluding holidays). To schedule a fingerprinting appointment, please call the HRPCN at (310) 825-5951. Appointments are scheduled in 30 minute increments.

Exceptions are Made When the Following Circumstances Occur

  • Employees who have a lateral transfer between departments serviced by the HRPCN may not require fingerprinting if previously printed at the HRPCN on or after October 2006.

Upon Completion of Fingerprinting

  • The HRPCN will submit the fingerprints to the FBI and DOJ on the appointment date. Usually, a response is received at the HRPCN within 3 to 5 business days. HRPCN management will send an email to the hiring manager with a recommendation to hire/not hire the applicant based on their review of the criminal background results. Due to confidentiality, the type of infraction(s), if any, reflected on the background result are never shared with the hiring manager.
  • As the office of record the original Request for Live Scan form and the Background Check Authorization forms are kept in the HRPCN. Copies should not be kept with the hiring department.

Fingerprint Fees

  • Departments will be recharged the following fees for each candidate that undergo fingerprinting background checks:
    • $49.00 Application Fee (Department of Justice)
    • $0.75 Transmission Fee (Biometrics)
  • A background check option for exception cases is also available through the use of Universal Background Screening (UBS):
    • Use of UBS must be approved by the HRPCN
    • $34.50 standard background check report

Additional Information

  • There will be an additional processing fee of $25.00 if an applicant is sent to be fingerprinted at any location other than the HRPCN. This fee will be charged to the applicant. The department may choose to reimburse the applicant if they so wish.
  • Contact the HRPCN to confirm prior clearance when re-hiring employees with a break in service of 90 days or less.

COVID-19: New protocols for hiring and compensation actions now in effect