HR - Criminal Background Check - Position of Trust

Institutions will be able to record all jobs identified as a Position of Trust in Job Data on the UW Custom Tab.

Procedure At-a-Glance

Category: HRS HR - Criminal Background Check - Position of Trust
Audience: HR Staff and Campus Department Representatives
Overarching Process: HRS HR - Maintain Workforce
Navigation:Workforce Administration > Job Information > Job Data

Query Navigation: EPM > Reporting Tools > Query Viewer:  UW_HR_PositionOfTrust

Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Description

Policy Statement

Except as otherwise provided in this policy or under approved implementation plans of UW System institutions, it shall be the policy of the Board of Regents to require that, a criminal background check shall be performed on each new hire for a UW System position. Criminal background checks shall be conducted on candidates recommended for hire, either prior to the extension of an offer of employment, or as part of an offer of employment that is made contingent upon a successful criminal background check.  A criminal background check shall also be conducted on current employees and volunteers holding a “position of trust with access to vulnerable populations” as defined in paragraph 1(a) of this policy who have not previously been subject to such a criminal background check by the University. Employees and volunteers holding a position of trust with access to vulnerable populations shall be subject to a criminal background check every four years, and shall be required to self-disclose certain criminal offenses.

“Position of Trust” is defined as a paid or volunteer position with one or more of the following responsibilities:

 a. Access to vulnerable populations – Responsibilities require unsupervised or significant access to vulnerable populations, defined as minors and medical patients.

For purposes of this policy, a minor is a person under the age of eighteen (18) who is not enrolled or accepted for enrollment at a UW System institution. Examples of settings with vulnerable populations include child care centers, summer camps for minors, pre-college or enrichment programs, and health care facilities. This category also includes employees who are not directly working in those units, but have unsupervised access to the unit when the vulnerable population is present. This category does not include faculty or instructional academic staff performing regular teaching, service, and research responsibilities unless these responsibilities include unsupervised or significant access to vulnerable populations.

 b. Property access – Responsibilities require the use of master keys/card access and pertains to employees with key access to offices, facilities, or worksites other than their own worksite, including UW residential housing facilities.

 c. Financial/fiduciary duty – Principal responsibilities (50% or more) require handling, receiving, or having custody of money, checks or securities, or accounting for supplies or other property; authorizing (or making appropriations for) expenditures; approving, certifying, signing or countersigning checks, drafts, warrants, vouchers, orders or other documents providing for the paying over or delivery of money, securities, supplies or other property, or service of process; maintaining or auditing accounts of money, checks, securities, time records, supplies, or other property, or taking physical inventories of money, checks, securities, supplies, or other property.

 d. Executive positions – Responsibilities involve top-level management functions throughout the institution including roles as Chancellor, Provost, and Dean. Executive positions are defined as all limited appointments and include any movement from a limited appointment to a different limited appointment.

Process Inputs

  • Identification and entry of 'Position of Trust' accompanied by Last Date Checked.

Process Outputs

  • Record of those jobs identified as a 'Position of Trust'.
  • Using EPM public query, identify those Employees with jobs identified with this status.

Process Considerations

  • To assign Position of Trust, it is required to add a new row with Action = Data Change; Reason = Position of Trust.
  • 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

 For Jobs in a Position of Trust, institutions will add a new row to Job Data using an Action of Data Change and Reason of 'Position of Trust.' and then populate the “Position of Trust” fields on the UW Custom Tab (page).

Navigation:  Workforce Administration > Job Information > Job Data.

1.  Enter an Employee ID# (or Employee Name) on the Search page, click Search button.

2.  Click the + button to add a row. 

3.  Use default of today's date (OR appropriate sequenced row for future hire/transfer/rehire dates) using the Action:  Data Change, Reason:  Position of Trust.

4.  Click the UW Custom Tab.

5.  In the Position of Trust box, Select Yes (drop down).

6. Enter the appropriate date for the Last Date Checked.

7.  Click the Save button.

Procedure Steps:  Run the EPM Query

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.  This query has been created in EPM.

1.  In HRS, navigate to your Main Menu, click EPM link (at the bottom)


2.  Log in using your credentials.

3.  Query Navigation:  Reporting Tools > Query Viewer:  UW_HR_POSITIONOFTRUST

4.  Click the Excel link associated with the query.


5.  Enter a full DeptID or use the '%' to wildcard (Example:  J% = all of River Falls)

6. 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 1/1/2011, return anyone with a last checked date prior to 1/1/2011
7.  Click View Results button


8.  Click the Open button on the pop up to download the file of employees. 


9.  File Downloads to Excel for your review.

Related Policies

Related Jobaids

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:2016-06-24 09:41 CDT
Sites:Human Resource System (HRS)
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