Level 1 Background Screening (UWF)

Once a finalist has been identified for a new or vacant Executive Service, University Work Force staff, Faculty, Adjunct or OPS position and they accept their offer letter in PageUp, the finalist paperwork will become available in their PageUp onboarding portal. Human Resources is notified when the candidate completes these documents to begin the Level 1 screening process.

When hiring an individual as a Faculty Associate/Courtesy Appointment, Student Employee, or Volunteer the Background Screening Request Dynamic Form must be completed. This form should not be used for Executive Service, University Work Force staff, Faculty, Adjunct or OPS positions as these hires are required to go through the PageUp onboarding process. Please contact jobs@uwf.edu or call 850.474.2694 with any questions.

Department Information

The hiring department will complete the Background Screening Request Dynamic Form which requires the following information to be entered:

Applicant’s Name: Applicant’s first and last name
UWF # (if applicable): Enter applicant’s UWF number if they have one
Position #: Applicable position number or OPS, student, volunteer, etc. (Special designations can be added if necessary: e.g., non-paid intern; MVRC, etc.).
Applicant’s Email Address: The email address that HireRight or HR will send background screening requests.
Applicant’s Phone Number: Phone number where applicant can be contacted.
Position Title: Provide position title (e.g., VP-Admin Services, Coordinator, etc.).
Department: Name of department requesting background screening.
Point of Contact: The person listed as the department’s point of contact will receive all correspondence regarding the status of the background screening(s).
Department Phone Number: Point of contact’s extension or phone number.
Department Email: Point of contact’s email address.
Employee type: Select the type of employee or volunteer being background screened from the drop-down listing:
- Student
- Volunteer
- Faculty Associate
- Student: Student employees who are being background screened due to Banner access should be Level 2 background screened until further notice. This includes Federal Work Study.
- Volunteers: (includes non-paid interns, for-credit positions)
Current Employee: Please check “Yes” or “No.”
Candidate Approximate Start Date: Approximate date of the candidate's first day.

Rehire Exception:

If an applicant is a rehire, has a Level 1 background screening on file, and has been separated from the University for less than one year, they DO NOT need to complete another Level 1 background screening or a new Statement on Controlled Substance Conviction form. Human Resources will determine if this is needed. Departments may reach out to HR at jobs@uwf.edu or via phone at 850.474.2608 for assistance.

Regarding Level 2 Background Screenings

If a Level 2 Background Screening is required for the individual use the drop-down list to choose one of the following: Special Trust, ERCCD, or Summer Camp.

Department of Children and Families (DCF) background screenings are required for the following types of employees/volunteers:

Educational Research Center and Child Development (ERCCD)
Summer Camps (Athletics, Continuing Education, Recreation, etc.)

For those who require a DCF Background Screening to be completed for the ERCCD or a Summer Camp, the hiring department will need to provide the department index number for chargeback purposes on the dynamic form. These background screenings are scheduled through and initially paid for by Human Resources.

A Level 2 Background Screening requires fingerprinting, which is conducted by Human Resources by appointment only. Appointments for fingerprinting will be scheduled by HR and are done in Building 20E. On occasion, if an individual is not local to the Pensacola area, an off-campus vendor may be used. This will be arranged by Human Resources directly with the individual to be fingerprinted.

When the applicant arrives at the scheduled fingerprinting appointment, either in HR or with the third-party vendor, they should bring the required paperwork which has been provided to them and a government-issued photo identification. A photograph and fingerprints of the applicant will be taken at that time.

Upon receiving background screening results, HR will notify the department of employment eligibility. No applicant may perform UWF work duties prior to the department receiving approval from HR.

ERCCD ONLY: Employees/volunteers awaiting DCF approval of pending out-of-state abuse/neglect registry results may NOT be in contact with minors without the constant supervision of Level 2-approved UWF employees. These employees are allowed to work for up to 45 days pending the receipt of the out-of-state findings and DCF approval.

Any individual who will be holding a position of special trust in one of the following departments, or with these responsibilities, will be required to have a Volunteer and Employment Criminal History System (VECHS) background screening completed.

When completing the dynamic form, the hiring department will need to provide the department index number for chargeback purposes on the dynamic form. These background screenings are scheduled through and initially paid for by Human Resources.

Upon receiving background screening results, HR will notify the department of employment eligibility. No applicant may perform UWF work duties prior to the department receiving approval from HR.

Table listing of departments which require a level 2 background screening
All Positions in:
Aquatics	Internal Auditing & Compliance	Research Administration and Engagement
Controller's Office	ITS	Student Accessibility Resources
Enrollment Affairs (excluding Visitor’s Center)	Institutional Effectiveness	Student Health Center
General Counsel	Military and Veterans Resource Center	Counseling and Psychological Services
Graduate Studies	Office of Campus Culture and Access	Title IX
Human Resources	Pensacola Museum of Art	UWF Foundation Inc.
Institutional Research	Parking and Transportation Services	UWF Police Department
Intercollegiate Athletics	Post Office	UWF SBDC

Positions defined as Positions of Special Trust:
Performs or has access to financial account information/transactions	Inventory control responsibilities	Has access to Banner, sensitive, confidential or personally identifiable information (includes anyone conducting surveys where personal data is collected and UWF ID #s)
Assigned a P-Card	Possesses master building access codes/keys	Has access to hazardous/regulated material (includes medical/biohazardous waste/substances such as bodily fluids). Exception: Undergraduate laboratory assistants supervised by Level 2-approved graduate student or faculty instructors do NOT have to undergo Level 2 screenings.

Human Resources will input the background screening request upon receipt. The employment candidate will receive an email from HireRight, the UWF background screening vendor, seeking consent for the screening. Please ensure the candidate responds to this email in a timely manner. Background screenings can take anywhere from three days to several weeks for completion, depending on circumstances, so please allow sufficient lead time for the process.

No official offer of employment shall be extended until the hiring department receives notification from Human Resources stating that the background screening is complete and an employment offer may be extended. A tentative offer of employment can be extended to the applicant pending the successful completion of a background screening.

Rehires: If a former employee who has previously completed a Level 1 is rehired within one year from their termination date, a new Level 1 Background Screening will not be needed. Human Resources will determine if this is needed. Departments may reach out to HR at jobs@uwf.edu or via phone at 850.474.2608 for assistance.