Background checks
Some positions at the university require a background check due to the nature of work performed. Background checks help provide hiring managers with the information they need to make informed hiring decisions.
Background checks provide insight into financial, positional, legal and other aspects of a person’s history. It’s important for hiring managers to determine when and what type of check may be needed, and to only use these when and where appropriate. Checks should be requested only when it is related to the responsibilities of the position.
Hiring Managers who would like to request a background check should contact their HR Advisor or HR Director in Vancouver, or HR Associate in the Okanagan. Checks are facilitated through Central HR, and most use the external provider, Sterling Backcheck.
Determine if your position requires a background check determine
There are certain types of roles or responsibilities for which a specific check (or checks) should be considered. Central HR may provide assistance to hiring managers in order to help determine whether a background check is required.
UBC Vancouver: Please contact your HR Advisor or HR Director for guidance.
UBC Okanagan: Hiring Managers should defer to their HR Associate on determining the need for a background check.
There are a variety of factors to consider:
Types of background checks types
Below is a list of the various types of background checks and how they can be processed.
Background checks using Sterling Backcheck
- Enhanced Police Information Check (Enhanced Criminal Record Check): An enhanced search includes criminal convictions, pending charges, and outstanding warrants.
- Employment Verification: Confirms general employment details provided by a candidate.
- Professional Credentials Verification: Confirms professional designations and licenses provided by a candidate (e.g.: P.Eng, CPA, CFA, etc.) that are outlined as minimum or preferred qualifications in the position’s job description.
- Canadian Credit Inquiry*: Includes payment histories, bankruptcies, legal action, and collections activity.
- Canadian Drivers’ Abstracts: Provides driving history of employee/candidate including violations and accidents (both personal and commercial abstracts have applications).
- Social Media Checks*: Requires job candidates, as a condition of offer, to disclose the identity of all social media accounts to allow for screening of publicly posted information.
*NOTE: These are privacy-invasive and should only be conducted where the Financial and/or Positional Authority/responsibility warrants it. Hiring Managers must discuss with their HR Advisor or Faculty Relations Senior Manager prior to proceeding with this check.
Background checks NOT using Sterling Backcheck
There are some situations in which there may be a need or preference to complete certain background checks separate from those noted above through Sterling Backcheck. In such situations, the below-noted checks must be initiated by the unit.
- Criminal Record Check for Child Care workers: Positions in Child Care Services are subject to background checks under the Criminal Records Review Act (CRRA). This includes verification of Proof of Immunization (Ministry of Health), First Aid Certificate, Proof of Current Membership in ECEBC, IE-ECE License, and RCMP Criminal Record Check.
- RCMP Criminal Record Check (Standard Background Check): A national search for any criminal conviction for which the employee (or prospective employee) has not been pardoned and pending charges.
- Education Verification: Confirms educational credential details provided by a candidate (e.g.: Bachelor’s Degree, Master’s Degree, PhD).
Background check processes process
Checks are facilitated through Central HR, and most use the external provider, Sterling Backcheck. However, there are also a small percentage of checks that use a different process, including through the Criminal Record Review Program, depending on the role and the need.
The hiring manager is responsible for determining if a role requires a background check. If applicable, this requirement must be stated in the job posting. Prospective employees must be informed at the interview stage that a background check is required, and that any offer of employment is contingent upon the results of the background check.
Note: The background check process does not apply to existing employees, with the following exceptions:
- Employee does not have a background check on file and is moving to a position that requires one.
- The position is subject to a drivers’ abstract or Enhanced Police Information Check. Those should be done on a recurring basis (generally 5 years).
If any other circumstances exist in which you believe a current employee should be required to undergo a background check, please consult with your HR Advisor or Faculty Relations Senior Manager.
