Using the Person Assignment Checklist to record Criminal Background Check, Position of Trust and Sexual Harassment Reference Check in HRS

Overview

UW System Policy requires that applicants have a Criminal Background Check and Sexual Harassment Reference Check completed prior to hire. Employees in a Position of Trust with access to vulnerable populations, property access, financial duty, or executive positions are also subject to a criminal background check at least every four years. This document lists the steps for institutions to enter the position of trust type along with Criminal Background Check and Sexual Harassment Reference Check completion dates. It also contains the process to run a query to identify those employees who have been identified in a Position of Trust and when the last background check was done.

Process Considerations:

You may click on the links below to navigate directly to a section:



Create the Person Assignment Checklist

  1. Navigation:  Workforce Administration > Personal Information > Organizational Relationships > Person Assignment Checklist.
  2. Open the record for the correct employee and empl ID.
    NOTE: CBC, SHRC and POT can vary by an employee's position, it is important to record the information on the correct record.
  3. Enter UWDATE in the Checklist field.
  4. Four Position of Trust types will appear, click the minus sign at the end of the row to remove the incorrect types.
    NOTE: Three rows should be removed with only one remaining.
  5. Update the Sexual Harassment Reference Ck, Criminal Background Check and Position of Trust rows to a Status of Completed.
    WARNING: If the check has not been completed, either leave the row as Initiated or change to In Progress. When the check has been completed, follow the steps below to update the Person Assignment Checklist.
  6. Enter the date of completion on the Sexual Harassment Reference Ck, Criminal Background Check and Position of Trust rows in the Status Date field.
    WARNING: Date must updated after the Status is entered or the date will default back when Status is changed.
  7. Click Save.

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Update Records on the Person Assignment Checklist

NOTE: A new row must be added each time the Person Assignment Checklist has an update, including updating a status, rehire or transfer, or Position of Trust type change.

  1. Navigation:  Workforce Administration > Personal Information > Organizational Relationships > Person Assignment Checklist.
  2. Open the record for the correct employee and empl ID.
    NOTE: CBC, SHRC and POT can vary by an employee's position, it is important to record the information on the correct record.
  3. Click the plus sign to add an Employee Checklist.
  4. Review the Checklist Date and update if needed.
    NOTE: The current row and prior row can not have the same date.
  5. Enter UWDATE in the Checklist field.
    NOTE: All data from the previous checklist row will pull forward.
  6. Make updates to item Status and Dates.
  7. To change the Position of Trusttype:
    • Click the plus sign at the end of the current row.
    • Click the magnifying glass in the Checklist Item Code
    • Select the correct POT type (you can search using UWPOT).
    • Click the minus sign on the incorrect POT type row.
  8. Click Save.



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Running the Queries in HRS

There are four queries associated that will provide information entered on the Person Assignment Checklist:

  • UW_HR_CBC_BY_DT (Criminal Background Check)
  • UW_HR_CBCPOT_BY_DT (Position of Trust)
  • UW_HR_SHRC_BY_DT (Sexual Harassment Reference Check)
  • UW_HR_CHECKLISTS_CUR (all checklists)
  1. HRS Navigation:  Reporting Tools > Query > Query Viewer.
  2. Search for the query using the names listed above.
  3. Click the HTML link to view the results on the page or Excel to export the data.
  4. Enter values in the search criteria fields, using the '%' wildcard if needed.
    WARNING: On the CBC, POT and SHRC queries the date range are required fields.
  5. Click View Results button.
  6. Clicking on the Empl ID for an employee will open their Job Data page for that Empl Record Number.
  7. Clicking the Checklist Cd or CBC Type hyperlink  will open the Person Assignment Checklist.
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Additional Resources

Related KBs:

Related Links:

Get Help

  • Click HERE to contact UW Shared Services or HERE for the Office of Technology Services (OTS) Helpdesk if you have any issues with these instructions.
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