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Background Check Process

Per the Rutgers background check policy, prior to employment with the university, all applicants for faculty and staff positions will undergo--and must successfully pass -- a background check. All offers of employment will be conditional upon the successful completion of all pre-employment screenings. The elements of a background check will vary depending upon the type or level of position being sought; these may be viewed within the policy.

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Dispositioning Applicants

To learn how to disposition applicants in ROCS, review the Applicant Reviewer User Guide in the ROCS Links, Reference Materials, Training and User Guides knowledge base article.

  • Workflow states that conclude with “Notify Immediately” will generate an automated rejection e-mail to the candidate after being moved to that state.
  • Workflow states that conclude with “Auto Notify” will generate an automated rejection e-mail to the candidates in that state when the posting is moved to the ‘Filled’ state.
  • There are two user groups that can review faculty applicants in ROCS:
    - Applicant Reviewer: This group can review all applicants that applied to the posting and move them in the workflow.
    - Search Committee: This group can review all applicants that applied to the posting; they cannot, however, move applicants in the workflow.
Faculty Background Check Process
  1. UHR Faculty Coordinator receives ROCS generated “Finalist” email.
  2. UHR Faculty Coordinator reviews the candidate’s eligibility for:
    • A background check (BGI) as per University Policy 60.1.30
    • Rehire pre-employment screening
  3. If a BGI is required, the candidate is moved to Initiate Background Check. If a BGI is not required, the candidate is moved to Background Check Not Required.
  4. UHR Background Check team will facilitate background check process through a third-party vendor. When the candidate is moved to Background Check in Progress, a link has been sent to the candidate to complete an application for a background check.
  5. If Background Check results are deemed satisfactory, candidate will advance to the “Background Check Cleared” state by the UHR Background Check team. If Background Check results are not clear, candidate will be moved to the state “Background Check Failed” by the UHR Background Check team, and the candidate will be moved to the “Interviewed Not Selected” state.
  6. The Authorizer 2 is responsible for moving the candidate to the state of Hired after HCM submission.
Faculty Background Checks - Guidelines (Class 8)
  • All Class 8 postings are required to be posted within ROCS unless an exception has been granted by UHR. Please refer to Class 8 Matrix for further information. Exceptions to posting must be approved by UHR.
  • Postings should be open to the public for 5 full business days.
  • For Class 8 postings, with multiple openings, departments may select multiple Finalists against one posting.
  • All applicants must be approved by EEO prior to being interviewed. All applicants must be dispositioned into the appropriate state.
  • Authorizer 02- Faculty is responsible for the following:
    1. Posting the position
    2. Making sure dispositions are complete for all applicants
    3. Moving the position through the appropriate workflow states (i.e. Filled, Canceled, etc.)
    4. On Faculty postings the individual and email identified in the background check recipient field will receive any correspondence with regards to the background check.
  • Please add the following verbiage to all Class 8 offer letters: "Offer is contingent upon successful completion of all pre-employment screenings"
  • Individuals hired into any University faculty position will be required to have a background check performed prior to the commencement of employment, with results deemed acceptable by the University as a condition of employment. This requirement is applicable to:
    • Individuals who have never been employed previously by the University in any capacity;
    • Individuals who have been employed previously by the University in any capacity but have never undergone a background check;
    • Individuals who have been employed previously by the University and have undergone a background check but have had a break in service of over 365 days from their last date of pay listed in the University's payroll system;
    • Individuals who have previously held non-permanent positions and are applying for permanent positions; and/or
    • Individuals who are currently employed by the University and are moving to a new position that requires a background check as per state or federal law and/or as a qualification for the position.

An offer of employment will not be final and commencement of employment not permitted until the completion of the background check with results deemed acceptable by the University, unless an exception is sought by the department and granted under extraordinary circumstance or for specific purposes by the Senior Vice President for Human Resources and Organizational Effectiveness or his or her designee. Employment may be denied or rescinded based upon the results of the background check.

To learn more about the background checks process, please visit our FAQs webpage.

For any questions regarding the Background Check Process please contact: