University at Buffalo (UB) 
Administrative Services Gateway
Administrative Services GatewayBuilding partnerships through collaboration
Conducting a Background Check
A background check is a great tool to use to verify a candidate's credentials when selected as a finalist. A background check can be requested at the time an offer is made to a new employee.
Positions Requiring a Background Check
Background checks are conducted to mitigate risk and support the university’s fiduciary responsibility to protect the security, safety, and health of its community. Background checks are required for positions that:
- Are responsible for the health, safety and security of the university community and its students
- Have access to restricted or private data, or controlled substances
- Have broad access to facilities
- Have financial and business officer responsibilities
- Have roles as senior administrators
HR recruitment specialists will discuss whether or not a background check is required for your posting during the posting planning process. A background check may be required due to:
- Child protection act
- Department of state
- Drug enforcement agency
- Federal law
- Office of the department of education
- State law
- University, school or decanal area determination
Understand Your Role
A background check is a shared responsibility between the HR staff in both the department and central offices.
- The department is responsible for gathering the candidate information
- HR submits and monitors the request
Make an offer of employment:
- Prepare an offer letter of employment when the hiring proposal has been approved for contingent offer
When you receive the signed offer letter from the candidate :
- Provide the account number to be billed for the background check in the 'Please Provide Any Background Check Detail' field
- Attach a copy of the letter on the hiring proposal documents tab under 'Signed offer letter for background check'
Be sure to include the background check contingent offer language from the Pre-Employment Background Screening policy.
Background checks conducted by position type.
* The baseline check includes:
- Criminal felony and misdemeanor
- Social Security Number (SSN) trace
- National sex offender registry
- Widescreen national criminal search
| Job Type | Baseline Search * | Degree | Prof Credentials (when required) | Motor Vehicle (when required) |
|---|---|---|---|---|
| Classified Competitive | X | |||
| Classified Labor Class | X | |||
| Classified Non-Competitive | X | X | ||
| State Cleaners | X | |||
| Professional MC | X | X | X | |
| Professional UUP | X | X | X | |
| Research Foundation Exempt | X | X | X | |
| Research Foundation Nonexempt | X | X | ||
| UB Foundation Exempt | X | X | X | |
| UB Foundation Nonexempt | X | X | ||
Volunteers
| X | |||
Students
| X | |||
TA/GA's
| X |
Next Steps
- HR will update the UB Jobs hiring proposal with the final outcome once the check is complete
- HR will send monthly interdepartmental invoices for payment of completed checks
A background check takes 3-5 business days to complete.
Related Policies
Policies
Contact An Expert
![Photo of Nayema Chowdhury.]()
Nayema Chowdhury
Recruitment and Position Specialist
Workforce Planning and Recruitment
![anthony greco.]()
Anthony Grieco
Recruitment and Position Specialist
Workforce Planning and Recruitment
![lauren merletti.]()
Lauren Merletti
Recruitment and Position Specialist
Workforce Planning and Recruitment
![Delorian Miller.]()
Delorian Miller
Assistant Director, Workforce Planning and Recruitment
Workforce Planning and Recruitment
![Lawniece Nichols.]()
Lawniece Nichols
Recruitment and Position Specialist
Workforce Planning and Recruitment
![mary jo serafini.]()
Mary Jo Serafini
Regional Director, Upstate New York HERC and Recruitment and Position Specialist
Workforce Planning and Recruitment
![Photo of Sanjida Uddin.]()
Sanjida Uddin
Recruitment and Position Specialist
Workforce Planning and Recruitment
![Photo of Jamie Lynn Bluhm.]()
Jamie Lynn Bluhm
Director
Workforce Planning and Recruitment
Phone: 716-645-4433
Email: jlbluhm@buffalo.edu
