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Employment: Pre-Employment Documentation
Date approved:
July 2011
Approved by:
Date to be reviewed:
June 2012
Reviewed by:
Director of Human Resources
Date revised:
Revision number:

Compliance Committee:

As Scheduled


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 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

  1. The following screens are required before the successful candidate can be hired:
    • 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
      • Disclose 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;
    • A complete offer letter / contract, returned with necessary or required signatures;
    • Required documentation authorizing the individual to work within the United States (note: this process must be completed within 72 hours of the start date).
  2. Candidates will need to disclose all prior residences so checks can be run in the states where s/he resided.
  3. The Human Resource Department may elect to outsource this requirement or share the requirement with another department as is appropriate.
  4. Criminal background checks are required for all candidates who will be employed by the University (on the payroll) or having direct contact with the students. A separate policy governs contractors.
  5. Although not part of the required pre-employment screen, candidates are required by federal law to complete a Form W-4/Employee's Withholding Allowance Certificate. This form 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 Notification

The Human Resource Department will notify the hiring department and Payroll/Finance that the new employee is cleared to begin work by releasing an organizational announcement. Absent the organizational announcement notifying all concerned that all required pre-employment screens are complete, the individual is not authorized to begin work and will not be paid for time worked to that point. EMployees who fail to complete the Form I-9 within the prescribed time period will be immediately terminated.  

2.4 Approval

Findings uncovered above must be reviewed and approved through Human Resources.


The Director of Human Resources has the authority to change, modify or approve exceptions to this policy at any time, with or without notice, and with the approval of the University President.


Contractor Background Checks Policy

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