HR - Criminal Background Check - Position of Trust (includes report)


Policy requires that employees in a Position of Trust shall be subject to a criminal background check every four years. This document lists the steps for institutions to use to record all jobs identified as a Position of Trust in Job Data on the UW Custom Tab. It also contains the process to run a query to identify those employees who have been identified in a Position of Trust and when the last background check was done.


  • Any update to Position of Trust information, change in Last Date Checked or removal, requires a new row to be added with Action = Data Change; Reason = Position of Trust.
  • Upon Transfer or Rehire, the Position of Trust defaults back to 'No' and the Last Date Checked field blanks out, requiring a new row to be added to assign the new job as a Position of Trust.

Procedure Steps: Job Data Entry

  1. Navigation:  Workforce Administration > Job Information > Job Data.
  2. Enter an Empl ID or Employee Name on the Search page; if necessary, enter the Empl Record.
  3. Click the Search button.

    1. Job Data Search Page

  4. Click the plus sign to add a row.
  5. For the Effective Date, use default of today's date (OR for future hire/transfer/rehire dates, use that date and an appropriately sequenced row).
  6. Select the Action of Data Change.
  7. Select Reason of  Position of Trust.
  8. Click the UW Custom tab.
  9. In the Position of Trust box, Select Yes (drop down).
  10. Enter the the most recent background check date for the Last Date Checked.
  11. Click the Save button.

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Procedure Steps:  Run the Query in HRS

Once employees are identified and entered as holding a Position of Trust, these will need to be tracked as they are subject to a criminal background check every four years.

  1. HRS Navigation:  Reporting Tools > Query > Query Viewer.
  2. Enter the following in the begins with box: UW_HR_POSITION_OF_TRUST
  3. Click the Excel link associated with the query.

    1. Search_UW_HR_POSITION_OF_TRUST.jpg

  4. Enter a full DeptID or use the '%' wildcard (Example:  J% = all of River Falls)
  5. Enter date for Last Date Checked prior to:
    • Example:  Enter today's date, return anyone in the specified Dept with a date prior to today
    • Example:  Enter 11/27/2018, return anyone with a last checked date prior to 11/27/2018
  6. Click View Results button

    1. QueryCriteria.jpg

  7. Click the Open button on the pop up to download the file of employees.
  8. File downloads to Excel for your review.

Keywords:Position of Trust Criminal Background Check   Doc ID:29841
Owner:Tami E.Group:Human Resource System (HRS)
Created:2013-04-24 20:58 CDTUpdated:2019-09-30 15:28 CDT
Sites:Human Resource System (HRS)
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