March 2003

Dear Colleagues,

Over the past several months, the University has been considering the introduction of a post-offer, pre-employment background check program as part of the employment process for newly hired individuals.

In developing this program, ideas and opinions of a wide array of JHU and School of Medicine leaders and decision makers were sought to determine the needs of our Division and to ensure that the plan implemented was appropriate and effective.

After considerable thought, I have determined that the SoM criminal background check program will include all newly hired faculty and staff who receive a conditional offer of employment on or after May 1, 2003.

The background check will:

- Be done only on the finalist for a vacant position, not on all candidates considered or interviewed for a vacancy-
- take place after a job offer has been extended, but before the person reports to work.

It is important to note that this protocol is only for newly hired individuals. Current staff will only be included when they transfer into another Division of the University, or into another position within our School.

The background check, which will be conducted by an outside vendor, (ADP), will

- verify name and social security number
- confirm addresses anywhere in the USA
- and will disclose any felony and/or misdemeanor convictions
- for the seven year period immediately prior to the offer from the School of Medicine.
- Arrest information will not be included.

Should the criminal background check reveal convictions or discrepancies with the above criteria, a final decision concerning the conditional offer is made only after consultation with the hiring department, security, legal and human resources.

If the position under consideration involves significant financial duties, a credit history check will occur. Likewise, if the position works with children, a sex offender status check will be run. Finally, if the position requires driving, a motor vehicle check will be conducted.

The cost of this procedure will be borne by a central budget rather than by the hiring department.

This new procedure requires a significant shift in our current approach to extending job offers to both faculty and staff, and also in the process for bringing them on board.

In order for a comprehensive and accurate background check to occur, time is required. ADA, the vendor, states their turn-around time is 48 hours; however, it is realistic to anticipate that some delays will occur on occasion.

It will be necessary to delay the start date of a position until this process has been completed. Therefore, it is important to start the recruiting effort with sufficient lead-time to accommodate this new procedure.

Therefore, we ask your support in communicating with all faculty and staff in your department that all new hires for both faculty and staff must undergo this procedure.

Should a new employee report to work prior to the completion of this extended employment process, they would be asked to leave the worksite and return only after the new process has been successfully completed.

The Dean's Office and Human Resources are finalizing the details of the process of conducting criminal background checks for new faculty offered a faculty appointment on or after May 1, 2003.

Knowing more about employees who are joining our School is an important element in minimizing risks. Now more than ever, there is a need to protect our patients and visitors, our community, our equipment and resources, and our employees. This is the right thing to do and the right time to do it.

Sincerely,

Edward D. Miller, M.D.