Background Checks

All employment offers to the final candidates in administrative faculty, classified, and wage searches are contingent upon the successful completion of a background check.   Please see the University of Mary Washington’s Background Check Policy and Procedures.

Steps for the Hiring Supervisor

After the Recruitment Manager approves the hire, start date, and salary, the hiring supervisor’s role is 3 simple steps:

  1. Making the verbal conditional offer of employment to the candidate, including information about the background check. A sample verbal offer is provided below.
  2. Confirming with the candidate his or her email address, and name spelling as they appear on the application.
  3. Confirming with the Recruitment Manager that the conditional offer has been accepted and that the information as it appears on the application is correct.

Note:  Hiring supervisors will continue to document reference checks with the three most recent employers and review the state application before an offer is made.

HR Initiates the Background Check

As soon as the Recruitment Manager receives the hiring manager’s confirmation of the conditional offer and acceptance, HR will initiate the process with TrueScreen, the investigating agency.  TrueScreen will contact the candidate directly by email with login instructions to authorize the background check. Once authorized, the investigation starts immediately and should be completed within 2-3 days. Hiring supervisors will be contacted concerning the outcome only if additional follow up is required. Otherwise, the hiring process will continue as usual.  Authorized start dates will allow sufficient time to complete this process before an employee reports to work.

Background check form

Adverse Results

Please see the policy and procedures for the University’s response if conviction information is disclosed on the state application or in the background check. If conviction history is reported in the background check, HR will handle all communications with the candidate.

Sample verbal offer

Hiring supervisors must clearly state that the offer is conditional.

“I am pleased to extend a conditional offer of employment as (position) in the Department of_____ at the salary or hourly rate of _____. Your start date will be _____________.

 This offer will become final upon the timely and successful completion of the required criminal background check.

Shortly, you will receive an email from TrueScreen, the investigating agency, with instructions for authorizing the background check.  Follow the instructions carefully. The authorization will require only a few minutes of your time.

You must complete this authorization within 48 hours of receipt of the email from TrueScreen. Failure to do so may result in the withdrawal of this offer.

Please contact the Office of Human Resources at (540) 654-1046(540) 654-1046 if you have any questions or concerns.”

Special Circumstances

If the candidate does not have an email address, the hiring supervisor should ask if there is an email address that the candidate is comfortable using temporarily. The hiring supervisor may also recommend that the candidate create an email address through a free email service for this process.

If the candidate will need special assistance to complete this process, please contact the Recruitment Manager.

Hiring supervisors should contact the Recruitment Manager with any questions about this process.