Criminal Background Checks

On May 15, 2008, the Kansas Board of Regents (Board) adopted a policy amendment requiring criminal background checks be conducted on all employees prior to the employee beginning work for any state educational institution governed or coordinated by the Kansas Board of Regents, subject to limited exceptions. The amendment further requires that each university develop a plan for implementing the policy and that the plan be submitted to the Board for approval.

Therefore, in order to comply with the Board's policy amendment, and to attempt to insure that Fort Hays State University is a safe and secure environment for all students, employees, and visitors, the University adopts the following policy and procedures which shall constitute the implementation plan required by the Board's policy amendment.

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Policy and Procedures

Additional Information:

Definitions
Fair Credit Reporting Act (FCRA)
Frequently Asked Questions
Procedures Chart

The documents and letters below should be used when hiring for a position of employment at FHSU.

Conditional Offer of Employment Letter - This letter should be sent to the candidate offering the position, contingent upon the successful completion of a criminal background check.

Authorization to Release Criminal Information - This form should be provided to the candidate either before or at the time that the offer of employment is extended to them. It is suggested that each finalist for the position be given this document to sign when they are on campus for interviews.

Summary of Rights - This document will notify the candidate of their rights under the Fair Credit Reporting Act (FCRA). Also included is the Remedying the Effects of Identity Theft document, which notifies the candidate of their rights when they believe they are a victim of identity theft. Both documents should be sent with the Authorization to Release Criminal Information form.

Pre Adverse Action Letter - This letter must be sent to any applicant whose background check results raise the possibility that they will be excluded from consideration for employment. The Summary of Rights document and a copy of the background check results should be sent along with the letter.

Adverse Action Letter - This letter should be sent to the candidate when notifying the candidate they were not hired on the basis of the results of the criminal background check. The Summary of Rights document should be sent to the unsuccessful candidate at this time as well.

Appeal Letter - If the candidate appeals, this letter should be sent to the candidate stating their appeal was not overturned and they are no longer being considered for the position.

Social Security Number Discrepancy - This letter should be sent to the candidate to advise them they are no longer being considered for the position because there was a discrepancy with the social security number they provided.