Pre-Employment Screening Using HireRight

Conducting proper pre-employment screening is a critical step in hiring an employee at the University of Florida. It will allow the hiring manager to make an informed decision on the hire and to protect the investment the hiring manager is about to make.

Pre-Employment Screening by HireRight

  • Criminal background check
  • Education verification
  • Experience verification

Reference Checks

Hiring managers should personally conduct reference checks on their hires. This type of pre-employment screening will provide important information that may have a critical impact on the hiring decision. For more information about reference checking, including tips or questions to ask, please visit the Conducting a Useful Reference Check page.

Benefits of HireRight

HireRight is a global company that currently serves organizations in over 200 countries and territories worldwide. Through UF’s partnership with HireRight, UF hiring departments can experience the benefit of:

  • Initiating background checks for hires recruited through PageUp and myUFL (for direct hires)
  • Tracking all submitted requests through their own portal
  • Modifying the request in the event that an error (i.e. email address to the candidate) was made
  • Receiving notifications during each step of the screening process

In addition, UF new hires will interact with HireRight through their easy-to-use and mobile-friendly interface when signing the electronic consent form, providing required information for the request, and tracking the progress of their pre-employment screening.

Accessing the System

To access or submit a background screening through HireRight, you must have one of the following security roles:

  • UF_EPAF_Department Admin
  • UF_EPAF_Level 1 Approver
  • UF_N_JRQ Department Req Appr
  • UF_N_JRQ Department Req Orig

In order to request these roles, complete the appropriate training classes and submit a request through your department security administrator (DSA). For additional information, visit the appropriate toolkit for the following roles.

  • Job and Position Action – Provides access and permission to generate ePAF’s
  • Careers at UF – Provides access and permission to initiate and manage job postings and applicants

For a list of department security administrators for your department, please visit the Security Roles toolkit.

Verification/Screening Type

Criminal Background Check

HireRight conducts a criminal background check at the county level for all locations the employee may have lived.

Employment Verification

HireRight attempts to reach out to the candidate’s employers five times within five days for employment verification. If unsuccessful, the hiring department will need to work with the candidate to complete the verification.

Education Verification

HireRight verifies the highest level degree completed from one educational institution. If verification is unsuccessful, the hiring department needs to obtain appropriate documentation.

Screening Packets

To simplify the ordering process and support different screening requirements, packets have been created for various types of hires, based on whether they are currently living inside or outside the US:

For Candidates Currently Living in the U.S. AND U.S. CITIZENS LIVING OUTSIDE OF THE U.S.

  • (Currently Living in US) BASIC – Searches for criminal records in both U.S. and appropriate countries, if needed.
  • (Currently Living in US) BASIC/EDU/EXP – Includes criminal records search, education verification, employment history validation, and checks against global sanction lists, including U.S. terrorist list.
  • (Currently Living in US) EDU/EXP – Verifies highest level of education completed and employment history.
  • (Currently Living in US) BASIC/EDU – Searches for criminal records, verifies education, and checks against global sanction lists.
  • (Currently Living in US) BASIC/EXP – Searches for criminal records, validates employment history, and checks against global sanction lists.
  • (Currently Living in US) EDU – Verifies highest level of education completed.
  • (Currently Living in US) EXP – Validates employment history.

For International Candidates (Non-U.S. Citizens) Currently Living Outside the U.S.

  • (Currently Living Outside of US) BASIC – Searches for criminal records in the candidate’s country of residence and checks against global sanction lists.
  • (Currently Living Outside of US) BASIC/EDU/EXP – Includes criminal records search, education verification, employment history validation, and checks against global sanction lists.
  • (Currently Living Outside of US) BASIC/EDU – Searches for criminal records, verifies education, and checks against global sanction lists.
  • (Currently Living Outside of US) BASIC/EXP – Searches for criminal records, validates employment history, and checks against global sanction lists.
  • (Currently Living Outside of US) EDU – Verifies highest level of education completed.
  • (Currently Living Outside of US) EXP – Validates employment history.

Resources

Notifications

  • Recruiters and requestors receive an email confirmation from HireRight when a candidate’s background check is initiated. This email is sent within 15 minutes of the initiation, and candidates have 7 days to respond to the initial invitation. Reminder emails are sent every 24 hours.
  • Requestors and applicants will be notified when additional information is needed from the candidate, HireRight will reach out via email. Candidates have 5 business days to respond for U.S. searches and 10 business days for international searches.
  • Requestors will be notified when a background screening is complete. Packets with the status of ‘Pending Client Review’ contain information that may need additional HR review. Packets are assigned a status of ‘Meets Company Standards’ when the criminal background screening returned favorably on the report. As a best practice, requestors should still review the verification results to ensure the candidate meets the required education and years of experience for the position they are being considered.

For additional details, please visit the following site: HireRight Support

Rescinding Offer and Fair Credit Reporting Act

  • If a background check report returns unfavorable results, consult with UFHR before rescinding the offer.
  • According to the Fair Credit Reporting Act, UFHR must issue two letters to the employee before rescinding the offer, allowing the employee to dispute the information.

For more information about the Fair Credit Reporting Act, please click here.

Instruction Guides

Contact Information

Talent Acquisition & Onboarding
352-392-2477
talent@hr.ufl.edu

Frequently Asked Questions

What does this mean for those who currently initiate background screenings through First Advantage (FADV)?
Starting July 3, 2023, you can initiate background screenings using PageUp. The last day to use First Advantage for initiation is July 14th.

What should I do to request permissions to utilize the HireRight and PageUp integration?
No action is required for campus partners who already have permissions for background screenings. Your permissions are automatically set up for the HireRight and PageUp integration.

Does this mean we can now initiate background before clearance to offer is received?
You still need clearance from Talent Acquisition and Onboarding before initiating background screenings. This clearance is required beforehand.

How will the department know when to verify the education or employment requirement for the candidate?
Once the background screening is completed, the Requestor or Initiator will receive an email with a link to view the report. If the candidate applied in PageUp, check the applicant card for the status change from “Background – Pending” to “Background – Complete for Review.”

How might I learn more about the new background screening integration?
You can review the recorded information session using this Zoom link. You can also access step-by-step guides to help you navigate the workflow.

Who do I contact if I have questions about challenges with the background screening?
Contact HireRight’s Customer Support Services at Customer Support.

Am I able to modify candidate information when entered incorrectly for a direct hire process?
If candidate information is entered incorrectly, access the HireRight portal through myUFL to make changes.

When should I engage HireRight Customer Services?
Contact HireRight Customer Services for various support needs, including help using your account, reporting technical issues, and managing applicant requests.

For HireRight Customer Service, contact Candidate Success Center
For all other inquiries, contact talent@hr.ufl.edu

Resources

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