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To:     School/Division HR Officers and Secondary Contacts
Business Managers
From: Noreen Montgomery, Senior Director, Employment & Staffing, Office of Human Resources

Date: September 15, 2015

As you are aware, to improve the candidate experience, increase security, and reduce the use of paper, OHR began requiring candidates for paid/unpaid affiliations to use our new online candidate background check portal, hosted by the University’s background check service provider, Certified Background.

Departments fully transitioned to using the candidate portal on Dec. 30, 2014, but collectively expressed concerns regarding the ability to determine when candidates responded to the portal request, and when the background check was actually in process.

In response to those concerns, OHR has introduced a second phase to the online background check process to include a school/division portal, also hosted by Certified Background.

Portal Features

The new online school/division background check portal will allow school/division representatives to perform the following actions:

  • Initiate a background check request:  The representative will have access to the Certified Background website to issue an online candidate portal invitation directly to the candidate. This will eliminate the need for completion of the one-page background check request form.
  • Track the progress of background checks in process: The representative will have access to the Certified Background Roster/Dashboard to track progress of issued invitations to determine if the candidate/appointee has responded and completed the candidate submission process.
  • Determine when a background check is complete: The representative will be able to view the roster of background checks initiated for their school/division and determine if the background check is either “In Process” or “Complete.”  Please note: the roster/dashboard will NOT indicate whether the background check is clear or not clear.  OHR will determine the final result and notify the requesting department as per policy.  Departments must receive the background check results summary page or notification of clearance from the appropriate central office prior to initiating any hire actions.
  • Retrieve Background Check Result Summary Documents within the Portal: The representative will be able to access a PDF version of the result summary document within the school/division portal for certain appointment types.  This will eliminate the need to use campus mail.  Please note: this summary document retrieval process ONLY applies to documents normally sent via campus mail.  Result documents will be distributed as follows:
    • Result documents for the SPA Temporary candidates and Independent Contractors will be uploaded within the portal.
    • Result documents for the following appointment types will be uploaded unless they contain adverse results and require further review:
      • EPA Non-Faculty
      • EPA Temporary
      • Faculty
      • Adjunct Faculty
      • Post Doc and Post Doc ABD
    • Result documents for SPA permanent and unpaid appointment types (volunteer, intern, visiting scholar) will continue to be distributed to the supporting OHR Employment Consultant.


We have scheduled several training sessions for portal participants to familiarize them with the system and to address any questions and needs.  The trainings are scheduled on the following dates:

Bondurant Hall – Room G010
Date: Friday, September 25, 2015
Time: 2-3:30 p.m.

Dey Hall – Toy Lounge
Date: Thursday, October 8, 2015
Time: 2-3:30 p.m.

Administrative Office Building (AOB) – Room 1501A
Date: Tuesday, October 27, 2015
Time: 10-11:30 a.m.

Administrative Office Building (AOB) – Room 1501A
Date: Wednesday, November 11, 2015
Time: 10-11:30 a.m.

To register for any of the above sessions, please email Sabrina Lewis at and indicate your preferred training date.

If you have questions regarding the portal or would like to provide feedback, please contact Sabrina Lewis, Background Check Unit Supervisor, at 919-962-2903 or

If you have general background check questions, please contact the OHR background check specialists as follows:

We greatly appreciate your cooperation as we further enhance our online background check process.

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