Background Check Information and Guidance
This document provides guidance for when an SMPH appointment requires a background check, including considerations for the UW-Madison Criminal Background Check Policy and the requirements for accessing UW Health computer systems.
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Background checks for SMPH appointments follow the UW CBC Policy, but due to SMPH's partnership with UW Health there are additional scenarios that require background checks even when UW's policy might not.
Causes for background checks
Positions of Trust
Each new Position of Trust requires a new background check at hire, so these positions can be exceptions to normal guidance for background checks. Positions of Trust that have access to vulnerable populations like UW Health patients, UW human research subjects, and children under 18 who are not enrolled at or employed by UW also require additional regular rechecks. Refer to Position of Trust Information and Guidance for full details about Positions of Trust.
UW CBC Movement Matrix
The UW CBC Movement Matrix outlines when UW requires background checks for new, transfer, and returning employees. In general, Faculty, Academic Staff, and University Staff (ongoing and project) require background checks when employees:
- have never worked for UW or a WI state agency before, or
- previously had an appointment that didn't require a background check and are now starting an appointment in these employee classifications
Some Student Assistant appointments also require background checks - refer to the Matrix for the exact titles. Most other appointment types do not require a background check.
UW Health Computer Systems Access
Even if the UW CBC Policy doesn't require a background check for a position, the position may still require a background check if the employee will need to access any UW Health computer systems. Examples of these systems are Health Link, ServiceNow, and ordering supplies or submitting expense reports through UW Health's Oracle system. UW Health requires all employees and affiliates to complete background checks, so SMPH employees must meet this standard even if UW doesn't require it. For more information about SMPH employees accessing UW Health computer systems, refer to the Requesting Access to UW Health Computer Systems page on the SMPH HR intranet.
Verifying Previous Checks
In order to be valid, previous background checks must be:
- Verified in HireRight (for checks after July 2019) or in the UWMSN Completed Background Checks log in Box (for checks before July 2019) and
- Completed successfully (must not have a grade of "No Grade" or "Review")
Background checks should always be verified as described above. HRS dates are not a verified confirmation of completed background checks.