Pilot Program 4/02 to 6/03 V2.3
Policy implemented 7/1/2003

1. Purpose

Preventive administrative controls are personnel-oriented techniques and procedures designed to promote an acceptable level of protection for computing resources. Recruitment procedures must be designed to prevent the hiring of people who are likely to violate security policies. Background checks, including the applicant’s criminal history and references should be conducted. Although this does not screen individuals for honesty and integrity, it can help identify areas that should be investigated further.

2. Scope

This policy applies to prospective ITS employees, including professional, merit, hourly, and student employees, and to current ITS employees who apply for open positions within the department.

3. Criteria

Each open position will be assessed against the following criteria, in order to determine if a background check of the final candidate(s) is appropriate. If a position meets any of the criteria, (regardless of the position classification, percent time, or bargaining unit) a background check on final candidates is required.

• “root” or “administrator” access level to enterprise systems
• “administrator” access level to institutional databases
• unsupervised physical access to critical infrastructure services or systems: telephone switch equipment, networking routers, switches, data centers

4. Process

• The hiring manager, in consultation with the department director, will assess the open position to determine if it meets the above criteria. If it meets the criteria, the following language will be added to the posting advertisement: “The selection process will include a background check on final candidates.”
• During interviews, candidates are asked to fill out and sign a “Notification and Authorization for Release of Information for Investigative Background Check” form, with the understanding that only the top candidate(s) will receive a background check (BRC). A copy of “A Summary of Your Rights Under the Fair Credit Reporting Act” will be given to the candidate.