A Basic Background Check Policy

Applications of The Basic Check them background check Policy, Freely Available for Use under the Creative Commons License Agreement.

* This basic background check policy applies to all Staff and Hourly employees of American Acme Corporation.

* Purpose

o It is important that American Acme Corporation’s business missions are supported by qualified employees, with a safe and secure environment for all American Acme Corporation constituents, including contractors, visitors and employees. It is also important that American Acme Corporation take meaningful actions to protect its funds, property and other assets.

o This basic background check policy is intended to support the verification of credentials, criminal history, credit status and other information related to employment decisions that assist the American Acme Corporation in meeting its commitments.

* Statement of General Basic Background Check Policy

o It is the basic background check policy of American Acme Corporation that all new Staff and specified new Hourly employees have certain credentials and criminal and other background information verified as a condition of employment.

o It is the basic background check policy of American Acme Corporation that specified current Staff employees with fiscal management responsibility have their criminal and other background information verified as a condition of continued employment.

* Definitions

o “Credit history background check” means checking the credit history of the selected applicant or employee.

o “Criminal history background check” means verifying that the selected applicant or employee does not have any undisclosed criminal history in every jurisdiction where the applicant or employee currently or has resided.

o “Educational verification” means ensuring that the selected applicant or employee possesses all educational credentials beyond high school listed on the application, resume or cover letter or otherwise cited by the candidate that qualify the individual for the position sought.

o “Employee” is defined as any person employed by American Acme Corporation, whether full- or part-time.

o “Employment verification” means ensuring that the selected applicant or employee actually worked in the positions listed on the application, resume, or cover letter or otherwise cited by the candidate that qualify the individual for the position sought, as well as all employment during a period of at least seven (7) years immediately preceding application at American Acme Corporation. This verification should include dates of employment and reasons for leaving each position.

o “License verification” means ensuring that the selected applicant or employee possesses all the licenses listed on the application, resume or cover letter or otherwise cited by the candidate that qualify the individual for the position sought and verification of any license required for the position, including verification of the disposition of such licenses. This includes any motor vehicle drivers licenses required for the associated position.

o “Limited criminal history background check” means verifying that the selected applicant or employee does not have any undisclosed criminal history in the jurisdiction where the applicant or employee currently resides, or where the applicant or employee last resided, if the applicant or employee only recently moved to a location near the American Acme Corporation.

o “Limited sex and violent offender registry background check” means verifying that the selected applicant or employee does not have undisclosed convictions of certain sex and violent crimes in the jurisdiction where the applicant or employee currently resides, or where the applicant or employee last resided, if the applicant or employee only recently moved to a location near the American Acme Corporation.

o “Sex and violent offender registry background check” means verifying that the selected applicant or employee does not have undisclosed convictions of certain sex and violent crimes in every jurisdiction where the applicant or employee currently or has resided.

Basic Background Check Policy Provisions

* New Staff Employees

o All new Staff employees shall have the following background checks completed as a condition of employment with American Acme Corporation. For each of the background checks identified in this paragraph, the human resources office at each headquarters will determine whether it or the hiring department will perform the background check.

– Employment verification – to be completed by the hiring department or headquarters human resources office

– Educational verification – to be completed by the hiring department or headquarters human resources office

– License verification – to be completed by the hiring department or headquarters human resources office; except for a required motor vehicle drivers license, which is to be initiated by the hiring department or headquarters human resources office and completed by Risk Management

– Criminal history background check – to be initiated by the hiring department or headquarters human resources office, with final completion by the headquarters human resources office

– Sex and violent offender registry background check – to be initiated by the hiring department or headquarters human resources office, with final completion by the headquarters human resources office

o Foreign nationals who have been offered employment into appointed Staff positions will be subject to the following provisions:

– The verification of education that the candidate has cited that qualifies the individual for the position.

– The verification of employment that the candidate has cited that qualifies the individual for the position.

– A criminal history background check covering time in the United States if the period of time that the individual has worked in the United States exceeds one year.

– A criminal history background check in the individual’s prior countries of residence only if the individual’s visa and/or authorization to work in the United States was issued before implementation of the Patriot Act on October 24, 2001. The American Acme Corporation will not require that a criminal history background check be conducted in the individual’s prior countries of residence if the visa or authorization to work was issued or renewed under the provisions of the Patriot Act.

o All new Staff employees who will be performing any of the following jobs shall also have the below listed additional background checks completed as a condition of employment with American Acme Corporation: Vice President, Director, Associate or Assistant Vice President, American Acme Corporation Athletics Director, Chairman of the Board of Directors, and other positions as requested by the headquarters human resources office and approved by American Acme Corporation Human Resource Services. Additional background checks shall include:

– Credit history background check – to be completed by American Acme Corporation Human Resource Services

o If the American Acme Corporation has performed any of the above verification or history background checks on an individual within the past year, a new verification or history background check of that specific category will not be required. The results of the previously performed verification and/or history background check will be considered in any pending employment decision.

* New Hourly Employees

o All new Hourly employees who are hired to perform work indicated below and who are at least 21-years old shall have the following background check completed as a condition of employment with American Acme Corporation:

– Criminal history background check — to be initiated by the hiring department or headquarters human resources office, with final completion by the headquarters human resources office

– Sex and violent offender registry background check – to be initiated by the hiring department or headquarters human resources office, with final completion by the headquarters human resources office

o Foreign nationals who have been offered employment into Hourly positions performing the type of work covered elsewhere in this basic background check policy will be subject to the following provisions:

– A criminal history background check covering time in the United States if the period of time that the individual has worked in the United States exceeds one year.

– A criminal history background check in the individual’s prior countries of residence only if the individual’s visa and/or authorization to work in the United States was issued before implementation of the Patriot Act on October 24, 2001. The American Acme Corporation will not require that a criminal history background check be conducted in the individual’s prior countries of residence if the visa or authorization to work was issued or renewed under the provisions of the Patriot Act.

o Hourly work assignments that require this background check include:

– Work that involves handling financial, contractor or personnel data or records

– Work that involves any confidential or sensitive data or information

– Work that involves handling cash, checks, or credit card transactions

– Work that involves responsibility for or providing services to any one under the age of 18

– Work that involves possessing keys/codes or other means of entry to secured spaces within American Acme Corporation

– Work that provides access to a select agent or toxin as defined by the Centers for Disease Control (CDC) or which will load, unload, prepare for transport, transport, or offer for transportation any quantity of radioactive materials or a quantity of hazardous material which requires placards.

– Any other Hourly positions that a headquarters human resources office determines should be included.

o For the same new Hourly employees in 1) who are less than 21-years old, the following background check shall be completed as a condition of employment with American Acme Corporation:

– Limited Criminal history background check — to be initiated by the hiring department or headquarters human resources office, with final completion by the headquarters human resources office

– Limited sex and violent offender registry background check – to be initiated by the hiring department or headquarters human resources office, with final completion by the headquarters human resources office

o All new Hourly employees who are hired to perform work that requires a license, regardless of age, shall have the following background check completed as a condition of employment with American Acme Corporation:

– License verification – to be completed by the hiring department; except for a required motor vehicle drivers license, which is to be initiated by the department and completed by Risk Management

o If the American Acme Corporation has performed any of the above verification or history background checks on an individual within the past year, a new verification or history background check of that specific category will not be required. The results of the previously performed verification and/or history background check will be considered in any pending employment decision.

o At the discretion of the hiring department or headquarters human resources office, an Hourly employee may have an educational verification and/or employment verification completed.

* Current Staff Employees

o All current Staff employees who are performing any of the following jobs or functions shall have the below listed background checks completed as a condition of continued employment with American Acme Corporation: Vice President, Director, Associate or Assistant Vice President, American Acme Corporation Athletics Director, and Chairman of the Board of Directors.

– Criminal history background check — to be completed by American Acme Corporation Human Resource Services

– Credit history background check — to be completed by American Acme Corporation Human Resource Services

Responsibilities

* Headquarters Human Resource Office or Hiring Department Responsibilities

o The human resources office at each headquarters will determine which of the components of the background check that it or the hiring department will perform.

o All offers of employment, oral and written, shall include the following statement: “This offer is contingent on American Acme Corporation verification of credentials and other information required by state law and American Acme Corporation policies, including the completion of a criminal history background check.”

 

o Employment verification: it is strongly recommended that this verification be completed before making an offer of employment to any individual; in all cases requiring such, this verification shall be completed within 30 days of making the offer of employment.

o Educational and License verifications: it is strongly recommended that this verification be completed before making an offer of employment to any individual; in all cases requiring such, these verifications shall be completed within 30 days of making the offer of employment.

o Criminal history background check (standard or limited) and sex and violent offender registry background check (standard or limited): in all cases requiring such, these background checks shall be initiated after acceptance of the conditional offer of employment.

– The individual’s official name, date of birth and social security number will be obtained from the person and provided to a third-party which the American Acme Corporation has contracted with for associated services

o If the criminal history background check indicates that there are no convictions, the third party vendor will inform the initiator of the request who in turn will inform the applicant that the employment offer is confirmed.

o If the criminal history background check indicates that there are convictions, the third party vendor will inform the headquarters human resources office and American Acme Corporation Human Resource Services. The headquarters human resource office will provide a copy of the report to the individual. (All related information will be treated as confidential, and protected as such.)

o If the criminal history background check reveals convictions which the individual disclosed in the application, the headquarters human resource office will review the report with the hiring department and jointly, they will evaluate each conviction, including any additional information that the individual provides, before the offer of employment is confirmed or withdrawn. The existence of a conviction does not automatically disqualify an individual from employment. Relevant considerations may include, but are not limited to, the nature and number of the convictions, their dates, and the relationship that a conviction has to the duties and responsibilities of the position. Any decision to accept or reject an individual with a conviction is solely at the discretion of American Acme Corporation. (All related information will be treated as confidential, and protected as such.)

o If unreported convictions are revealed in the criminal history background check, the offer of employment will be withdrawn and, if employed, the individual will be separated from employment, unless the individual shows that the report is in error. The decision to reject or terminate an individual with an unreported conviction is solely at the discretion of American Acme Corporation. (All related information will be treated as confidential, and protected as such.)

o In the event that the results of the background check influences a decision to withdraw an employment offer or terminate employment, the headquarters human resources office will inform the hiring department and the individual.

o For all employment, education, and license background checks/verifications required, departments shall maintain records indicating the item background checked/verified, the name of the department personnel completing the background check/verification, the date of the background check/verification, and the status of the background check/verification. These records shall be retained in the department’s personnel file for the associated employee.

– All results of criminal and sex and violent offenders’ convictions or issues are considered confidential and will be maintained in confidential files within the headquarters human resources office.

o The hiring department will be responsible for any fees associated with any of the components of the background check process. (Schools or headquarters may decide to fund the cost of associated fees.)

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