Criminal Background Checks for Those Interacting with Minors
The following categories of individuals are required to undergo a criminal background check prior to their participation in university-run or -affiliated programs or activities involving minors:
- Directors and supervisors of programs and activities involving minors, including those who are responsible for supervising individuals who interact with minors.
- Those who stay overnight with minors as part of their job responsibilities in programs or activities involving minors.
- Those who regularly spend time alone with minors as part of their job responsibilities or in their role in programs or activities involving minors.
University Human Resources will oversee the processing of criminal background checks. The cost of the background check will be borne by the university department, program or activity responsible for the program or activity involving minors and charged to the university cost center designated by that university department, program or activity. Note that results must be received prior to the individual's participation. Allow for at least 10 business days prior to the start of the program or activity for background check completion.
Background checks shall consist of a Social Security number trace and address locator, a search of federal, state and county databases for criminal history and a sex offender registry check. Only a background check conducted by Ashland University or an external source approved by Ashland University will be accepted for the purposes of this policy.
If the Background Check Results in Findings:
If a background check reveals adverse information or unfavorable results, an individualized assessment will be conducted, taking into account the following:
- The nature of the finding.
- The job(s) for which the applicant is being considered.
- The underlying event(s) that occurred.
- The time elapsed since the finding.
- The applicant's employment history and other evidence of their activities in the intervening time since the finding.
- Other relevant information.
A prior conviction shall not automatically disqualify an applicant from a program or activity but shall be considered using the criteria identified above.
Background checks for Ashland University employees and students who participate in university-run or -affiliated programs or activities involving minors must be renewed after four years. For employees who start work on or after November 2011 and are therefore required to have a background check completed as a condition of employment with Ashland University, the four-year period for purposes of the Protection of Minors Policy will be calculated from the date the background check was completed. For employees who started work before November 2011, the four-year period will be calculated from the date the background check is completed.
Any person who is required by this policy to have a background check is under a continuing obligation, as long as he or she continues to participate in programs or activities involving minors, to disclose immediately any new felony or misdemeanor conviction to the Office of Safety Services.
Non-university organizations and entities that operate programs or activities involving minors on campus must conduct criminal background checks of their employees, volunteers and representatives. If any background check conducted by a non-university program returns a conviction or other adverse information, the external program must inform their Ashland University contact in writing. The university may exclude any external program employee, volunteer or representative who does not successfully pass a background check. Non-university organizations and entities must submit a certification of compliance with the rules and standards of background checks described herein, including that they have conducted background checks as set forth in this policy and that they have disclosed all convictions revealed by background checks prior to the start of any program or activity involving minors on campus. The university may request any additional information it deems necessary to meet the requirements of this Policy.