Policy on Background Checks Annual Report Jami Painter Interim - - PowerPoint PPT Presentation

Annual Report

Jami Painter

Interim Associate Vice President for System Human Resource Services

Policy on Background Checks

January 18, 2018

• University policy approved at September 10, 2015 Board of Trustees Meeting

(revised January 2016)

• Implemented November 1, 2015
• Offers of employment contingent upon completion of a background check

(criminal record does not automatically exclude an individual from being considered for or being offered employment)

• Each university and system office administers and maintains procedures

for conducting and reviewing background checks

Background

• Background checks are conducted on New Employees and Current Employees

transitioning into positions that are security sensitive or critical.*

• Faculty
• Post-Doctoral Research Associates
• Interns
• Residents
• Academic Professionals (including Academic Hourly)
• Civil Service (including Extra Help)

* Checks are not conducted on current employees if one has been conducted within the last two years, unless the position is

in the UI Hospital which always requires a check.

Background

• Background checks are generally not conducted on the following except

if stipulated in the policy:

• Undergraduate Student Employees
• Graduate Student Employees
• Pre- or Post-Doctoral Fellows
• Volunteers
• Individuals appointed to non-paid positions
• Contractors or individuals employed by another entity

Background

• Reporting Timeframe – November 1, 2016 to October 31, 2017
• Number of Posted Job Vacancies
• Number of External and Internal Applicants
• Number of Background Checks Conducted
• Number of Applicants Per Search
• Background Check Costs
• Number of Offers Withdrawn Due to Background Check Results

Annual Report Inform ation

Num ber of Posted Job Vacancies

315 20 129 581 38 546 52 1,898 61 656 500 1000 1500 2000 Chicago Springfield Urbana System Faculty AP CS

Includes Faculty, Academic Professional, and Civil Service open vacancies or open testing (Civil Service) posted via HireTouch. System civil service postings are included with each university total.

Total: 4,296 Faculty 464 AP 1,217 CS 2,615

Faculty and Academ ic Professional Applicants and Civil Service Exam Requests – 20 15-20 17*

17,506 15,833 19,539 34,054 36,755 39,161 31,866 29,163 32,496 10,000 20,000 30,000 40,000 50,000 2015 2016 2017 Faculty AP CS

Total: 2015 83,426 2016 81,751 2017 91,196

* (2015) = November 1, 2014- October 31, 2015; (2016) =November 1, 2015-October 31, 2016; and (2017) = November 1, 2016-October 31, 2017

Applicants Per Search: Faculty

25 22 25 22 30 36 43 40 42 10 20 30 40 50 2015 2016 2017

Faculty – Average Number of Applicants Per Search

Chicago Sringfield Urbana

System Average 2015: 32 2016: 29 2017: 33

Applicants Per Search: Academ ic Professionals

28 28 26 32 40 28 28 28 39 25 19 36 15 20 25 30 35 40 45 2015 2016 2017 Academic Professionals – Average Number of Applicants Per Search Chicago Sringfield Urbana System

System Average 2015: 28 2016: 28 2017: 32

Num ber of Background Check Conducted

1,080 585 845 644 1,281 432 3,872 2,548

2,000 4,000 6,000 8,000 Chicago Springfield Urbana System

Background Checks Conducted

Faculty AP CS Other

7,078 Total 291 Total 4,209 Total 98 Total

* Other includes checks done on applicants or employees not related to an open search (e.g. summer camps) or searches not conducted via HireTouch (e.g. through a search firm). These figures include ALL background checks conducted including new hires and individuals who transition into a position that is security-sensitive or falls under the Protection of Minors policy.

Total: 11,676 Faculty 1,676 AP 1,573 CS 1,773 Other 6,654

Num ber of Internal Candidates: Faculty, Academ ic Professionals, and Civil Service

500 1,000 1,500 2,000

Faculty AP CS Other

Internal Candidates Not Receiving a Background Check

Chicago Springfield Urbana System 391 505 361 1,890

Total Background Check Cost for Reporting Period

$0.00 $50,000.00 $100,000.00 $150,000.00 $200,000.00 $250,000.00 Chicago Springfield Urbana System Background Checks Costs $216,641.78 $12,494,90 $159,553.09 $3,347.47 The total cost reflects all background checks conducted for the time period November 1, 2016 – October 31, 2017.

TOTAL: $392,037.24

$37.50 $33.60 $41.00 $25.00

2016

UIC UIS UIUC System

$30.60 $42.93 $37.91 $34.16

2017

UIS UIC

Average Background Check Cost Across UI System 20 16 vs. 20 17 Com parison

System

Num ber of Offers Withdrawn

1 9 4 5 8 1 7

10 20 30 40 50 Chicago Chicago - Hospital Springfield Urbana System Faculty AP CS Other

Total: 35 (0.3% of Checks Conducted) Faculty 0 (0%) AP 1 (.06%) CS 18 (1%) Other 16 (0.2%)

Background Check Turnaround Tim e

2.6 3.6 2.4 1.9 0.0 0.5 1.0 1.5 2.0 2.5 3.0 3.5 4.0 Chicago Springfield Urbana - Staff HR System Average Days Turnaround Time – November 1, 2016-October 31, 2017 Days

• Background check process typically does not slow down recruitment process
• Average turnaround time = 2.5 days
• Background check process has not had an adverse impact on recruitment
• Number of applicants per search has increased since 2015 for both Faculty and Academic

Professional positions, as well as Civil Service exam requests

• Background check process has not prevented qualified final candidates from being hired
• The University is now better aligned with EEOC guidelines for background check processing
• Background check process has mitigated our risk by identifying individuals whose backgrounds

do not align with the requirements of the job

Im pact Analysis