1. Once a department selects an applicant and submits an Employment Recommendation (a request must be submitted for each applicant), HR emails the applicant a link to complete the background check consent form, through HireRight.
2. The candidate completes the form.
3. Candidate results are reviewed by authorized personnel in Human Resources and Academic Personnel, generally at the Director level or above. Candidates are afforded an opportunity to discuss discrepancies on the report with the Director in order to determine whether or not a formal job offer will be made.
   
   • If the criminal background checks reveals that an individual has been convicted or plead guilty to a criminal offense, Human Resources will review the record to determine if employment must be terminated as set forth in Ohio Revised Code 2151.86(C)(1).
   • There are state and federal laws and regulations that require criminal background checks using fingerprints in certain circumstances.

Miami requires criminal background checks on student employees who are designated residential youth camp employees, or otherwise required by law or designated by the University. This designation includes any individual specifically hired to work with and provide residential services to programs (credit and noncredit) attended by individuals who are aged 18 or younger, and whose participants reside one night or more on campus, or are providing assistance with changing of clothes. This includes programs and camps offered through all divisions of Miami University.

Please note: Although Resident Assistants and SOULS are not employees, they are to follow the same background process as regular employees.

Procedure

1. Once a student employee is selected, the department submits an Employment Recommendation (a request must be submitted for each student).
2. The department provides the student with the Request for a Background Check form, provided by the Miami University Police Department.
   • The student completes section 1.
   • The department completes sections 2, 3, and 5 if the department is paying for the background check.
3. Candidate results are reviewed by authorized personnel in Human Resources and Academic Personnel, generally at the Director level or above. Candidates are afforded an opportunity to discuss discrepancies on the report with the Director in order to determine whether or not a formal job offer will be made.
   • These records are confidential (not subject to open record requests).
   • If the criminal background checks reveals that an individual has been convicted or plead guilty to a criminal offense, Human Resources will review the record to determine if employment must be terminated as set forth in Ohio Revised Code 2151.86(C)(1).
4. Criminal background checks for Resident Assistance must be conducted through HireRight.
   • The department will notify Student Employment that they are ready for the background check to be initiated.
   • Student Employment will request the background check through HireRight.
   • The prospective student employees will receive emails from HireRight requesting they complete confidential information for the check to be initiated.
   • Results of the check will be received through pass or discrepancy to Student Employment. All discrepancies will be reviewed by the Director of Employment.
   • All qualifying incidents will be reviewed with the prospective employee for final determination.
5. Any new convictions that occur following the initial background check are to be reported to your supervisor and then to Student Employment. Any break in service of 365 days or more requires a new background check be conducted.