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Phone: 1-304-243-8152

Employment: Pre-Employment Documentation

SECTION: HR - Employment NEXT REVIEW DATE: June 2017
APPROVED: July 2011 REVIEWER: Director of Human Resources
APPROVED BY: William C. Rickle, S.J. REVISION DATE: June 2016

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This policy is designed to protect Wheeling Jesuit University from negligent hiring practices and ensure that all new employees are hired in full compliance with federal, state and local regulations.


2.1 Policy Statement

The University will not compromise its reputation by offering employment to an individual who has a history of felony convictions or actions that may adversely impact the employment relationship, place the employees or students of the University at risk, or place an individual into a position where prior history indicates possible performance or behavioral-related issues. Pre-employment documentation is necessary for the University to remain in compliance with:

  • Fair Credit Reporting Act
  • Americans with Disabilities Act
  • Age Discrimination in Employment Act
  • Title VII of the Civil Rights Act of 1964
  • Equal Pay Act of 1963
  • Rehabilitation Act of 1973
  • Immigration Reform and Control Act of 1986
  • Fair Labor Standards Act

2.2 Requirements

2.2.1 The Hiring Department must provide a completed Request for Offer Letter / Contract returned with necessary or required signatures before any activities to hire the candidate can begin.

2.2.2 The following screens are required before the successful candidate can be extended an offer:

  • A complete criminal background check, with candidates disclosing:
    • All felony convictions involving violence, assault, abuse, sex crimes, or other crimes against the person, and theft, embezzlement, or fraud, at any time during the candidates life; and
    • All other felony or misdemeanor convictions occurring within the past seven (7) years;
  • A complete reference check, both personal and professional (previous employers) references;
  • A complete credit report for candidates who will be responsible for University financial matters;
    [NOTE: The candidate will need to disclose all prior residences so checks can be run in the states where s/he resided. The candidate must authorize all screens in writing with a signature before any screens commence].

2.2.3 The following documentation must be completed before the newly hired employee can begin work:

  • A signature on the Offer Letter / Contract indicating acceptance;
  • A completed Form I-9 /Employment Eligibility Verification authorizing the individual to work within the United States [NOTE: this process must be completed within 72 hours of the start date].
  • A completed Form W-4 / Employee's Withholding Allowance Certificate. This is required by federal law and may be completed in the Human Resources Department or in Payroll but should be completed in a timely manner; however, if an employee fails to submit a properly completed Form
    W-4, the University will withhold taxes as if the employee were single and claiming no withholding allowances.

2.3 The Human Resource Department may elect to outsource this requirement or share the requirement with another department as is appropriate.

2.4 Criminal background checks are required for all candidates who will be employed by the University (on the payroll); a separate policy governs contractors. A prior conviction does not automatically disqualify a candidate from consideration. The nature of the conviction, the job requirements, and the time that has elapsed between conviction and application will be taken into consideration.

2.5 Student Development will be contacted for searches of conduct records of former students who are being considered for hire at the University. In addition, the University policy on nepotism will apply.

2.6 Notification

2.6.1 The Human Resource Department will notify the hiring department and Payroll when the candidate is cleared to receive an offer and begin work. Absent such notification that all required pre-employment documentation is complete, the candidate will not be offered a position and will not be authorized to begin work. [NOTE: Human Resources may, for select positions, make conditional offers of employment, informing the candidate that the offer is based upon the results of the background screens].

2.6.2 Employees who fail to complete the Form I-9 within the prescribed time period will be immediately terminated.

2.7 Final Approval

All findings uncovered in the background screens noted in 2.2.1 above must be reviewed and approved through Human Resources.


The Director of Human Resources, in conjunction with the President of the University or his designee, has the authority to approve changes or exceptions to this policy at any time with or without notice, provided such changes are in compliance with legal or regulatory requirements and other policy guidelines.


Remote I-9 Completion Policy
Contractor / Consulting Requirements Policy

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