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Pre-employment Screening Using HireRight
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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 conducted by HireRight includes:
- Criminal background check
- Education verification
- Experience verification
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 in the UFHR Hiring Center.
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, you must complete the appropriate training classes and submit a request through your department security administrator (DSA). For additional information on the training, please visit the appropriate toolkit for the following roles.
| Roles | Toolkit |
Provides the access and the permission to generate ePAF’s |
Job and Position Action |
Provides the access and the permission to initiate and manage job postings and applicants |
Careers at UF |
For a list of department security administrators for your department, please visit the Security Roles toolkit.
Verification/Screening Type
Criminal Background Check
HireRight will conduct a criminal background check at the county level for all locations the employee may have lived. Searched locations are based on addresses found in the employee’s credit history and/or provided by the employee at the time of signing the consent.
For more information or instructions on submitting an order, please review the guides below:
- PageUp need to add links to live guides, once they are published
- Direct Hire need to add links to live guides, once they are published
Employment Verification
HireRight will attempt to reach out to the candidate’s employers five times within five days to conduct employment verification. If they are unable to reach the employer, they will conclude their attempt. At that time, the hiring department will need to work with the candidate to complete the employment verification. The hiring department will only need to conduct employment verification to meet the years of experience required for the position.
Education Verification
HireRight will verify the highest level degree completed from one educational institution.
HireRight can confirm a high school diploma up to doctorate. In the event HireRight is unable to verify the employee’s education, the hiring department will need to obtain appropriate documentation (a high school diploma for high school or official transcripts for post-secondary degrees).
To simplify the ordering process and support different screening requirements, the following packets have been created to accommodate the following types of hires. Please notice that packets are designed to address hires INSIDE THE US and hires COMING FROM OUTSIDE US:
| For all Candidates Currently Living in the U.S. and U.S. Citizens Living Outside of the U.S. | |
| Package Name | Package Description |
| (Currently Living in US) BASIC | For all candidates who currently live in the U.S. – This type of check includes searching for criminal records in both U.S. and appropriate countries, if needed. |
| (Currently Living in US) BASIC/EDU/EXP | For all candidates who currently live in the U.S. – This type of check includes searching for criminal records in both U.S. and appropriate countries, if needed; verifying highest level of education completed (including high school diploma); validating employment history, and checking against global sanction lists, including U.S. terrorist list. |
| (Currently Living in US) EDU/EXP | For all candidates who currently live in the U.S. – This packet only includes verification of highest level of education completed (including high school diploma) and verifying employment history. |
| (Currently Living in US) BASIC/EDU | For all candidates who currently live in the U.S. – This packet includes searching for criminal records in both U.S. and appropriate countries, if needed; verification of level of education completed (including high school diploma); and checking against global sanction lists, including U.S. terrorist list. |
| (Currently Living in US) BASIC/EXP | For all candidates who currently live in the U.S. – This packet includes searching for criminal records in both U.S. and appropriate countries, if needed; validating employment history; and checking against global sanction lists, including U.S. terrorist list. |
| (Currently Living in US) EDU | For all candidates who currently live in the U.S. – This packet only includes verification of highest level of education completed (including high school diploma). |
| (Currently Living in US) EXP | For all candidates who currently live in the U.S. – This packet only validates employment history. |
| For all International Candidates (Non-U.S. Citizens) Currently Living Outside the U.S. | |
| Package Name | Package Description |
| (Currently Living Outside of US) BASIC | For all candidates who currently live outside of the U.S. – This package only searches for criminal records within the country the candidate currently resides in and checking against global sanction lists, including U.S. terrorist list. |
| (Currently Living Outside of US) BASIC/EDU/EXP | For all candidates who currently live outside of the U.S. – This type of check includes searching for criminal records in the country the candidate resides in; verification of highest level of education completed (including high school diploma); verification of employment history; and checking against global sanction lists, including U.S. terrorist list. |
| (Currently Living Outside of US) BASIC/EDU | For all candidates who currently live outside of the U.S. – This packet includes searching for criminal records in both U.S. and appropriate countries; verification of highest level of education completed (including high school diploma); and checking against global sanction lists, including U.S. terrorist list. |
| (Currently Living Outside of US) BASIC/EXP | For all candidates who currently live outside of the U.S. – This packet includes searching for criminal records in the country the candidate currently resides in; verification of employment history; and checking against global sanction lists, including U.S. terrorist list. |
| (Currently Living Outside of US) EDU | For all candidates who currently live outside of the U.S. – This type of check only conducts verification of highest level of education completed for candidates who currently lives outside of the U.S. |
| (Currently Living Outside of US) EXP | For all candidates who currently live outside of the U.S. – This packet only verifies employment history for candidates who currently live outside of the U.S. |
Notifications
When a package is initiated, the Recruiter or requestor will receive a copy of the candidate’s email from HireRight confirming their request.
This email to the candidate will be sent within 15 minutes after the packet is initiated. The candidate has seven days to respond to the initial invitation email. HireRight will send a reminder email to the candidate every 24 hours.
In addition, the Recruiter or requestor will receive a notification email from HireRight when the background screening is completed.
Depending on the check and the location of the search, HireRight will reach out to the candidate via email if additional information is required. If the required additional information is for a search within the U.S., then the candidate has 5 business days to respond. If the required information is for a search outside of the U.S., the candidate has 10 business days to respond.
For additional details, please visit the following sites: https://support.hireright.com/north-america-568ca8b6
Rescinding Offer and Fair Credit Reporting Act
If a report returns unfavorable, a hiring department must not rescind the offer without first consulting with UFHR.
In accordance with the Fair Credit Report Act, UFHR will need to issue two letters to the employee before rescinding the offer. This provides the employee an opportunity to exercise his or her rights to dispute the information under the Fair Credit Reporting Act (FCRA).
For more information about the Fair Credit Reporting Act, please click here.
Instruction Guides
- How do I complete the background screening process for a direct hire?
- How do I complete the background screening process in Careers at UF (PageUp)?
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)?
Effective July 3, 2023, all background screenings may be initiated using PageUp. The last day to initiate requests in First Advantage will be end of business Friday, July 14th. You will still have access to view background screening reports previously requested using First Advantage; however, you will no longer be able to initiate requests using FADV after July 14th.
What should I do to request permissions to utilize the HireRight and PageUp integration?
No action is required for campus partners who currently have permissions to initiate background screenings in FADV. Your permissions have automatically been set up for the HireRight and PageUp integration and you may begin utilizing the integration immediately.
Does this mean we can now initiate background before clearance to offer is received?
You’ll still need to ensure that you receive clearance from Talent Acquisition and Onboarding before you initiate the background screening. This clearance is required prior to initiating screenings.
How will the department know when to verify the education or employment requirement for the candidate to ensure that it meets department standards?
When the background screening is completed by HireRight, the Requestor or Initiator will receive an email informing them that the report has been completed. A hyperlink to view the report will be included in the email for ease of access.
If the candidate completed an application in PageUp, along with receipt of the email, the Requestor or Initiator may go to the applicant card and confirm the status change from “Background – Pending” to “Background – Complete for Review”. They may then access the report from PageUp using the History tab.
How might I learn more about the new background screening integration?
You may use the Zoom link provided below to review the recorded information session.
HireRight and PageUp Zoom Information Session
You may also access the easy to reference step-by-step Guides created in support of this implementation. These guides will assist you with navigating the workflow.
- How do I complete the background screening process for a direct hire?
- How do I complete the background screening process in Careers at UF (PageUp)?
Who do I contact if I have questions about challenges with the background screening?
HireRight’s Customer Support Services teams are available to provide global, best-in-class, multi-channel support for any issues surrounding HireRight products and services. Customer Service should be your first point of contact with HireRight when you need help. You may contact HireRight Customer Service at https://www.hireright.com/support/customer-support.
Am I able to modify candidate information when entered incorrectly for a direct hire process?
If candidate information is entered incorrectly by the Requester or Initiator for a direct hire process, you may access the HireRight portal through myUFL to make changes. Select the invitation tab and locate the candidate’s name. Right click on the candidate’s name and select the “Resend invite” option. A modification window will appear and you will be able to update candidate information.
When should I engage HireRight Customer Services?
- You should contact HireRight Customer Services when you need:
- Help using your HireRight account
- Report a Technical Issue
- Respond to Action Required Notification
- Explanations – like, ‘what does this email mean’ or ‘why is the background check still open’
- Applicant Support
- When managing applicant requests for reports
For HireRight Customer Service, contact Candidate Success Center
For all other inquiries, contact talent@hr.ufl.edu