Policy on Background Checks Annual Report Jami Painter Interim - PowerPoint PPT Presentation

January 18, 2018 Policy on Background Checks Annual Report Jami Painter Interim Associate Vice President for System Human Resource Services

Background • University policy approved at September 10, 2015 Board of Trustees Meeting (revised January 2016) • Implemented November 1, 2015 • Offers of employment contingent upon completion of a background check (criminal record does not automatically exclude an individual from being considered for or being offered employment) • Each university and system office administers and maintains procedures for conducting and reviewing background checks

Background • Background checks are conducted on New Employees and Current Employees transitioning into positions that are security sensitive or critical.* • Faculty • Post-Doctoral Research Associates • Interns • Residents • Academic Professionals (including Academic Hourly) • Civil Service (including Extra Help) * Checks are not conducted on current employees if one has been conducted within the last two years, unless the position is in the UI Hospital which always requires a check.

Background • Background checks are generally not conducted on the following except if stipulated in the policy: • Undergraduate Student Employees • Graduate Student Employees • Pre- or Post-Doctoral Fellows • Volunteers • Individuals appointed to non-paid positions • Contractors or individuals employed by another entity

Annual Report Inform ation • Reporting Timeframe – November 1, 2016 to October 31, 2017 • Number of Posted Job Vacancies • Number of External and Internal Applicants • Number of Background Checks Conducted • Number of Applicants Per Search • Background Check Costs • Number of Offers Withdrawn Due to Background Check Results

Num ber of Posted Job Vacancies 1,898 2000 Total: 4,296 Faculty 464 1500 AP 1,217 CS 2,615 1000 656 581 546 500 315 129 61 52 38 20 0 0 0 Chicago Springfield Urbana System Faculty AP CS Includes Faculty, Academic Professional, and Civil Service open vacancies or open testing (Civil Service) posted via HireTouch. System civil service postings are included with each university total.

Faculty and Academ ic Professional Applicants and Civil Service Exam Requests – 20 15-20 17* 50,000 Total: 2015 83,426 36,755 40,000 39,161 34,054 2016 81,751 32,496 30,000 2017 91,196 31,866 29,163 20,000 19,539 17,506 10,000 15,833 0 2015 2016 2017 Faculty AP CS * (2015) = November 1, 2014- October 31, 2015; (2016) =November 1, 2015-October 31, 2016; and (2017) = November 1, 2016-October 31, 2017

Applicants Per Search: Faculty System Average Faculty – Average Number of Applicants Per Search 2015: 32 50 40 42 43 2016: 29 36 40 2017: 33 30 30 25 25 20 22 22 10 0 2015 2016 2017 Chicago Sringfield Urbana

Applicants Per Search: Academ ic Professionals System Average Academic Professionals – Average Number of Applicants Per Search 2015: 28 45 40 39 2016: 28 40 2017: 32 36 35 32 28 30 28 28 28 28 25 26 25 20 19 15 2015 2016 2017 Chicago Sringfield Urbana System

Num ber of Background Check Conducted Background Checks Conducted Total: 11,676 Faculty 1,676 System 98 Total AP 1,573 Urbana 585 644 432 2,548 4,209 Total CS 1,773 Other 6,654 Springfield 291 Total Chicago 1,080 845 1,281 3,872 7,078 Total 0 2,000 4,000 6,000 8,000 Faculty AP CS Other * Other includes checks done on applicants or employees not related to an open search (e.g. summer camps) or searches not conducted via HireTouch (e.g. through a search firm). These figures include ALL background checks conducted including new hires and individuals who transition into a position that is security-sensitive or falls under the Protection of Minors policy.

Num ber of Internal Candidates : Faculty, Academ ic Professionals, and Civil Service Internal Candidates Not Receiving a Background Check 1,890 2,000 1,500 1,000 505 391 361 500 0 Faculty AP CS Other Chicago Springfield Urbana System

Total Background Check Cost for Reporting Period Background Checks Costs TOTAL: $3,347.47 System $392,037.24 Urbana $159,553.09 $12,494,90 Springfield Chicago $216,641.78 $0.00 $50,000.00 $100,000.00 $150,000.00 $200,000.00 $250,000.00 The total cost reflects all background checks conducted for the time period November 1, 2016 – October 31, 2017 .

Average Background Check Cost Across UI System 20 16 vs. 20 17 Com parison 2016 2017 $30.60 $25.00 $34.16 $37.50 UIC System System UIC UIUC UIS $41.00 UIS $42.93 $33.60 $37.91

Num ber of Offers Withdrawn Total: 35 (0.3% of Checks Conducted) Faculty 0 (0%) 50 AP 1 (.06%) 40 CS 18 (1%) Other 16 (0.2%) 30 20 9 8 7 10 5 4 1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Chicago Chicago - Springfield Urbana System Hospital Faculty AP CS Other

Background Check Turnaround Tim e Average Days Turnaround Time – November 1, 2016-October 31, 2017 System 1.9 Urbana - Staff HR 2.4 Springfield 3.6 Chicago 2.6 Days 0.0 0.5 1.0 1.5 2.0 2.5 3.0 3.5 4.0

Im pact Analysis • Background check process typically does not slow down recruitment process • Average turnaround time = 2.5 days • Background check process has not had an adverse impact on recruitment • Number of applicants per search has increased since 2015 for both Faculty and Academic Professional positions, as well as Civil Service exam requests • Background check process has not prevented qualified final candidates from being hired • The University is now better aligned with EEOC guidelines for background check processing • Background check process has mitigated our risk by identifying individuals whose backgrounds do not align with the requirements of the job