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Pre-employment Screening Using First Advantage

  • Employment Operations and Records
  • Talent Acquisition and Onboarding
  • Classification & Compensation
  • Employee Relations
  • 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 includes a criminal background check, education verification, experience verification, reference checking and health assessment, when appropriate.

    UF is collaborating with First Advantage to streamline the process in conducting the following pre-employment screenings:

    • Criminal Background Check
    • Education Verification
    • Employment Verification

    Hiring managers will still need to personally conduct reference checks on their hires. This type of pre-employment screening will provide UF hiring managers the important information on their hires that may have a critical impact on their 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.

    First Advantage is a global company that currently serves more than 35,000 organizations worldwide and conducts background checks in more than 200 countries. Through UF’s partnership with First Advantage, UF hiring departments can experience the following benefits:

    • Initiate criminal background check, education verification and employment verification through the myUFL system
    • Track all submitted requests through their own portal
    • Modify the request in the event that an error (i.e. email address to the candidate) was made
    • Cancel the request
    • Receive notifications when the request is at each of the following steps: the order has been sent to the employee, the order has been completed and the order has been determined eligible because the employee’s criminal background check returned satisfactory.

    In addition, UF new hires will interact with First Advantage through their easy-to-use and mobile friendly interface to sign the electronic consent form, provide required information for the request and track the progress of their pre-employment screening.


    Accessing the System

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

    • UF_EPAF_Department Admin
    • UF_EPAF_Level 1 Approver

    In order to request these roles, you must complete the appropriate training classes for these roles and submit a request through your department security administrator (DSA). For additional information on the training, please visit the Job and Position Action toolkit. For a list of department security administrators for your department, please visit the Security Roles toolkit.


    Verification/Screening Type

    To simplify the ordering process, the following packets have been created to accommodate the following types of hires:

    Packet Type of Hire
    Basic+Edu+Exp Verf This package is specifically for Salary/Regular faculty, TEAMS, Adjuncts and PostDoc who are new or returning to UF. This type of check includes criminal screening, verifying highest level of education (including high school diploma), verifying last 10 years of employment and the global sanction list, including U.S. terrorist list.
    Basic This package is specifically for OPS staff, students and graduate assistants. Only criminal screening is conducted for this package.

    (Optional) This package can be used to conduct a criminal background check on UF employees transferring from one department to another on the same salary plan (i.e. TEAMS to TEAMS).

    Edu+Exp Verf

     

    This package is only for Salary/Regular faculty, TEAMS, Adjunct and PostDoc hires who are new or returning to UF and will go through FBI/435 Livescan check.

    This package is also used for OPS staff, students and graduate assistants hired into a Salary/Regular faculty, TEAMS, Adjuncts and PostDoc position.

    Important Note: First Advantage will not be conducting FBI or 435 livescan. Hiring departments will still need to conduct these types of checks through UFHR.

     

    Employment Verification

    First Advantage will attempt to reach out to the candidate’s employers three times within three days to conduct employment verification. If they are unable to reach the employer, they will conclude their attempt and then 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

    First Advantage will verify one degree from one educational institution. First Advantage can confirm a high school diploma up to doctorate and can verify education within or outside of the U.S. In the event First Advantage is unable to verify the employee’s education, then the hiring department will need to obtain appropriate documentation (a high school diploma for high school or official transcripts for post-secondary degrees).

    Criminal Background Check

    First Advantage will conduct a criminal background check at the county level for all of the 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 Background Screening Using First Advantage simulation and instruction guide.

    Important Note: All orders must be requested through the Direct Advantage option in First Advantage, not Employment Screening.


    Notification to Requestors

    When an order is submitted, if the “CC: Recruiter on Invitation Email” box is checked, then the requestor will receive an email when the invitation is sent to the employee. In this system, “recruiter” is the same as “requestor.”

    In addition, the requestor will receive a notification when a reminder email is sent to the candidate, when First Advantage completes the order and when the order is designated as eligible.

    Notification to Candidates

    First Advantage will send the initial invitation email to the candidate shortly after the order is submitted. The candidate has six days to respond to the initial invitation email, and First Advantage will send a reminder email to the candidate every 24 hours.

    Depending on the check and the location of the search, First Advantage 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 48 hours to respond. If the required information is for a search outside of the U.S., then the candidate has 72 hours to respond.


    Search for An Order

    All requestors have the ability to review the status and the results of their orders, and they can search for their orders either through Director Advantage or Employment Screening in First Advantage. Each option provides different search results.

    Direct Advantage

    This option will only allow you to look for orders that were initiated by the requestor, that have not been completed by the candidate or that have been completed by First Advantage.

    Employment Screening

    This option will allow requestors to search for orders they initiated and also orders that were initiated by other UF requestors. However, this will only allow you to search for orders that have been completed by the candidate.


    Statuses and Final Outcome

    When searching for an order, the requestor may see statuses for two different actions: Profile Status and Order Status.

    Profile Status

    Profile Status denotes the employee’s response to the invitation email and the electronic consent form. See the following list of statuses:

    Status Definition
    Not Started Employee has not responded to the invitation email or has not begun filling out the form.
    Started Employee is in the process of providing all the required information and signing the consent form.
    Completed The consent form is complete and ready for First Advantage to begin the search.

     

    Order Status

    Order Status reflects the progress of the search conducted by First Advantage. Statuses include:

    Status Definition
    Not Ordered First Advantage has not begun the search because the employee has not completed the consent form.
    In Progress First Advantage is conducting all the requested searches for the order.
    Decisional First Advantage has completed the order, and the order falls into one of the following situations:

    1.) Discrepancy between the information provided by the employee and the information First Advantage was able to verify.
    2.) First Advantage is unable to obtain any information for a particular search on the order.

    This is denoted by the word “Yellow” next to the ordered item on the report.

    Hiring departments will need to review the reports/findings for these items, except for the criminal background check.

    Eligible First Advantage has completed the order, and the order falls into one of the following situations:

    1.) No discrepancies were found between the information provided by the employee and the information First Advantage was able to verify.
    2.) UFHR moves the order to this status because the employee’s criminal background check returned satisfactory.

    This is denoted by the word “Green” or “Green O” next to the ordered item on the report.

    Hiring departments will still need to review the report/findings to ensure the education verification and experience verifications returned satisfactory.

    Ineligible An order will only be placed in this status after UFHR consults with the hiring department. When an order is placed in this status, then the appropriate pre-adverse and action letters will be issued to the employee.

     

    Rescinding Offer and Fair Credit Reporting Act

    If a report returns unsatisfactory, 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 the 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.