How Are New Hires Affected by the New Pre-Employment Background Check (PNBC) Process?

Regular Full-time & HR Temporary Employees
Departments already using the Online Employment System (OES) will see little change in their current hiring practices.

Here are the added steps in the process:

1.  Applicants are made aware of PNBC during application process.

2.  Upon offer of employment, the hiring official explains requirement.

3.  Employment contacts applicant with instructions, coordinates screening and contacts department with outcome.

4.  Department proceeds with hire or re-posts job.

Post-offer PNBC Plan for current planned hires not beginning employment until on after July 12, 2006 – The new PNBC requirement applies to all individuals hired (as opposed to jobs posted) on July 12th and after, potentially affecting hiring situations currently in process.  Click here for details.

Student Employees
In most cases, use of the University of Kentucky's Online Employment System (OES) is required for all student positions. If you are filling student positions, you work through either HR Student Employment or Temporary Employment to facilitate the online posting process.  In both cases, the staff at Human Resources would handle the bulk of the posting process for you.  In these situations, the background check would be handled as follows:

1.  The applicant is made aware of PNBC during application process.

2.  Upon offer of employment, the hiring official explains requirement.

3.  Employment contacts applicant with instructions, coordinates screening and contacts department with outcome.

4.  Department proceeds with hire or re-posts job.

For more information on using HR Student Employment, please click here.

For more information on using HR Temporary Employment, please click here.

"Direct User" Hiring Option in OES - Although virtually all applications must be processed through OES, there is an option allowing hiring officials the ability to post jobs directly.  The Direct User feature allows users to directly post positions, screen applicants and order background checks without direct involvement with HR Employment.

A Direct User in OES may post:

1.  A pool position with a generic position number which will allow you to make multiple hires out of the same pool of applicants.

2.  A single requisition per position number to use the system as a recruitment tool to make a single hire.

Please keep in mind that the Direct User feature is available only for positions that do not require EEO reporting (e.g. students, non-HR temporaries, etc).

For more information on the Direct User option, please visit our Direct User page.

Post-offer PNBC Plan for current planned hires not beginning employment until on after July 12, 2006 – The new PNBC requirement applies to all individuals hired (as opposed to jobs posted) on July 12th and after, potentially affecting hiring situations currently in process.  Click here for details.

Faculty Positions (Not Already Processed through OES)
The University of Kentucky's Online Employment System (OES) has been designed to simplify the process of hiring faculty via online postings.  Coordinating your search through an online system allows you to reach new prospectives and make the entire process smoother for your college.  Through OES and the HR Employment office, the PNBC process involves the following:

1.  The prospective faculty member is made aware of PNBC during application process.

2.  Upon offer of employment, the hiring official explains requirement.

3.  The department notifies HR Employment of job offer.

4.  HR Employment contacts prospective faculty member with instructions, coordinates screening and contacts department with outcome.

5.  Department proceeds with appointment or renews search.

If your department chooses to conduct its own search without posting the position in OES, the following steps should be completed in order to facilitate a background check as required by the new policy:

1.  Department advertises position with PNBC language.

2.  Final candidate completes printable version of Academic Profile (found here).

3.  Business Officer creates job posting and creates online version of Academic Profile.

4.  HR Employment tracks Academic Profile to posting and changes status to "needs PES".

5.  HR Employment contacts candidate with instructions, coordinates screening and contacts department with outcome.

6.  Department proceeds with appointment or renews search.

Post-offer PNBC Plan for current planned hires not beginning employment until on after July 12, 2006 – The new PNBC requirement applies to all individuals hired (as opposed to jobs posted) on July 12th and after, potentially affecting hiring situations currently in process.  Click here for details.

Part-time & Non-HR Temporary
The University of Kentucky's Online Employment System (OES) can be utilized to make your hiring processes easier.  If you are filling student jobs, you could use either HR Temporary Employment for your jobs.  In both cases, the staff at Human Resources would handle the bulk of the hiring process for you.  In these situations, the background check would be handled as follows:

1.  The applicant is made aware of PNBC during application process.

2.  Upon offer of employment, the hiring official explains requirement.

3.  Employment contacts applicant with instructions, coordinates screening and contacts department with outcome.

4.  Department proceeds with hire or re-posts job.

For more information on using HR Temporary Employment, please click here.

"Direct User" Hiring Option in OES - Although virtually all applications must be processed through OES, there is an option allowing hiring officials the ability to post jobs directly.  The Direct User feature allows users to directly post positions, screen applicants and order background checks without direct involvement with HR Employment.

A Direct User in OES may post:

1.  A pool position with a generic position number which will allow you to make multiple hires out of the same pool of applicants.

2.  A single requisition per position number to use the system as a recruitment tool to make a single hire.

Please keep in mind that the Direct User feature is available only for positions that do not require EEO reporting (e.g. students, non-HR temporaries, etc).

For more information on the Direct User option, please visit our Direct User page.

Post-offer PNBC Plan for current planned hires not beginning employment until on after July 12, 2006 – The new PNBC requirement applies to all individuals hired (as opposed to jobs posted) on July 12th and after, potentially affecting hiring situations currently in process.  Click here for details.

Academic Positions (Graduate/Research/Teaching Assistants)
The University of Kentucky's Online Employment System (OES) can be utilized to make your hiring processes easier.  If you are filling student jobs, you could use either HR Student or Temporary Employment for your jobs.  In both cases, the staff at Human Resources would handle the bulk of the hiring process for you.  In these situations, the background check would be handled as follows:

1.  The applicant is made aware of PNBC during application process.

2.  Upon offer of employment, the hiring official explains requirement.

3.  HR Employment contacts applicant with instructions, coordinates screening and contacts department with outcome.

4.  Department proceeds with hire or re-posts job.

"Direct User" Hiring Option in OES - Although virtually all applications must be processed through OES, there is an option allowing hiring officials the ability to post jobs directly.  The Direct User feature allows users to directly post positions, screen applicants and order background checks without direct involvement with HR Employment.

A Direct User in OES may post:

1.  A pool position with a generic position number which will allow you to make multiple hires out of the same pool of applicants.

2.  A single requisition per position number to use the system as a recruitment tool to make a single hire.

Please keep in mind that the Direct User feature is available only for positions that do not require EEO reporting (e.g. students, non-HR temporaries, etc).

For more information on the Direct User option, please visit our Direct User page.

Post-offer PNBC Plan for current planned hires not beginning employment until on after July 12, 2006 – The new PNBC requirement applies to all individuals hired (as opposed to jobs posted) on July 12th and after, potentially affecting hiring situations currently in process.  Click here for details.

Vendors & Contractors
Vendors and independent contractors will require background checks, with requirements addressed in contracts drawn up by the Purchasing Division.