University of Wisconsin–Milwaukee

Roles within the UWM Criminal Background Check Policy

Chancellor:
  1. Issues campus policy
  2. Has overall responsibility and authority on implementation on campus
Vice Chancellor:
  1. Has overall responsibility for implementation in the division
  2. Consult with other Vice Chancellors periodically to ensure that the policy is applied consistently in all divisions.
  3. Forms a review group for the division (suggested size: three) for the division that will be consulted when the CBC report contains records. It is suggested that the review group include the Director of Human Resources and a staff member from Legal Affairs. For faculty positions, the review group will contain an additional member appointed by the Provost in consultation with the University Committee. For academic staff positions, the review group will contain an additional member who is appointed in consultation with the Academic Staff Committee. Members of the review group should be formally appointed.
  4. Consistent with the policy and with justification, approve a list of positions occupied by temporary employees, hourly student employees, interns, and unpaid volunteers that would be exempt from criminal background check. The approved list must be on file in the Department of Human Resources.
  5. Optionally, appoint a designee for the following responsibilities.
  6. Receive CBC reports from UWM Police Department for all faculty, academic staff and limited appointment applicants in the division.
  7. If the report is null, inform the hiring department to proceed with the offer of the position to the applicant.
  8. In the event that the report contains records, coordinate with the review group (per section 5 of the policy) to determine if substantial relationship exists between the offenses and the position description. To facilitate this process while maintaining confidentiality of the applicant, the Vice Chancellor or designee prepares a report for the review group that leaves out the applicant’s identity.
  9. Implement policy requirements (section 6 of the policy) in case of a negative decision with respect to offering the position to the individual as a result of the CBC report.
  10. Forward the records (section 7 of the policy) securely to the Director of Human Resources for record-keeping
  11. Prepare an annual report for the division on the criminal background checks done in the fiscal year. The report should include the number of checks, the number of reports with records, and the cost of checks arranged by employee type (faculty, academic staff (A and B), classified staff, student employees, LTE etc). The report should be forwarded to the Director of Human Resources.
Dean:
  1. Overall responsibility for implementation of the policy within the school/college.
  2. Develop a list of positions occupied by temporary employees, hourly student employees, interns, and unpaid volunteers for which exemption from criminal background check is requested from the Provost. The request must state the positions and the justification for the request in conformity with the UWM Criminal Background Check policy. The approved list must be on file in Human Resources.
  3. Assign responsibility (suggestion: Personnel Rep) for implementing criminal background checks for student employees (hourly-paid and graduate assistants – TA, PA etc) with duties including
    • Informing the student of the policy
    • Provide the prospective student employee with the consent and disclosure form
    • Receive the completed form
    • Send form to UWM Police Department for processing
    • Receive report form UWMPD and consult with review group (see below) to make a decision when the report is not null
    • Implement policy requirements in case of a negative decision with respect to offering the position to the individual as a result of the CBC report
    • Maintain criminal background check records for student employees (see section 7 of policy) in a separate (apart from the Personnel file) and secure file
  4. Form a review group (suggested size: three) that will be consulted with when the criminal background check for student employees yields a report with records. The review group will decide whether there is substantial relationship between the offenses in the record and the position responsibilities and make a recommendation to the Dean. It is suggested that the review group include the Director of Human Resources and a staff member from Legal Affairs.
Personnel Rep:
  1. Responsible for working with applicants for faculty, academic staff and limited appointment positions to
    • Inform the applicant of the UWM policy on criminal background checks
    • Provide the applicant with the consent and disclosure form
    • Receive the completed form from the applicant
    • Send the form of the applicant chosen for the position to UWM Police Department for processing
    • When the position is filled, destroy the consent and disclosure form of all other applicants for the position
  2. Responsibilities for criminal background checks and records for student employees if assigned by the Dean or division head.
UWM Police Department:
  1. Conduct criminal background checks in accordance with the policy and state and federal law
  2. Coordinate with outside vendor (HireRight) to obtain reports in a timely fashion
  3. Consult with decision makers, as needed, on analyzing the report
  4. Provide training, as needed, for personnel involved in conducting criminal background checks
  5. Handle records related to criminal background checks per policy
Director, Human resources:
  1. Receive and maintain criminal background check records per policy
  2. Provide training, as needed, for personnel involved in conducting criminal background checks
  3. Generate annual campus report from information received from divisions. The report shall include information on the number of background checks conducted, the number of negative decisions made on the basis of criminal background check results, and the costs associated with conducting criminal background checks, in aggregate and sorted by employment category (i.e. faculty, academic staff, classified staff, student employees, etc).
University Committee:
  1. Provide at least two nominations to the Provost for appointing faculty member of the review group for faculty positions.
Academic Staff Committee:
  1. Provide at least two nominations of indefinite status academic staff for the appointment of an academic staff member of the review group for academic staff positions.