Policy Number: 02.09
Issued Date: 07/01/2006
Revised Date: 07/01/2013 (Effective Jan. 1, 2014)
A job candidate's offer of employment is contingent upon his or her proper completion of Duke’s online application, satisfactory reference checks, and satisfactory pre-employment qualifications - including background checks, governmental sanction checks and required health and drug screens. The hiring supervisor is responsible for verification of the applicant's work background, attendance, performance, credentials, and health and drug screenings (where required). Duke Human Resources is responsible for conducting the criminal history, government sanctions, and motor vehicle checks (when required) at the offer stage for each finalist who has been recommended for hire.
Satisfactory reference checks are a condition of employment. The hiring supervisor is responsible for verification of the applicant’s work background, attendance, performance, and credentials. Prior to making an offer, the hiring supervisor must contact at least two (2) of the applicant's references, one of which must be the current supervisor. This applies to both current staff applying for transfer and to external applicants.
Completion of Duke's online application signifies Duke's right to obtain pertinent information about the applicant. Applicants must complete the online application prior to having their references checked. Therefore, applicants brought in for interviews should complete the online application at that time if they have not yet done so.
All applicants, including those offered faculty positions, who have been recommended for hire must complete a criminal conviction investigation check and government sanction check. Based on a job classification's hiring requirements, some positions require further background investigation (motor vehicle, academic, licensure, credit, etc.). Duke Human Resources - or equivalent at Durham Regional Hospital and Duke Raleigh Hospital - arranges for the criminal history, government sanctions, and motor vehicle checks. The hiring department is responsible for other background investigations.
All applicants who have been recommended for hire will undergo criminal conviction investigation and government sanction checks. Duke Human Resources will conduct the criminal record and government sanctions checks at the offer (contingent) stage for each finalist who has been recommended for hire. As a condition of employment, the applicant is required to complete a form that authorizes Duke to have a criminal conviction investigation performed. If the applicant does not complete the form - or if the results of the investigation are unsatisfactory - an official offer will not be extended.
The hiring process requires information concerning law violation convictions other than minor traffic violations. Applicants are required to disclose all felony and misdemeanor convictions - including those that have occurred under a name other than the name provided on the application. Arrests, as opposed to convictions, should not be noted on the application. Applicants who do not disclose all felony or misdemeanor convictions on the application may not be offered employment based upon failure to disclose information on the application.
Misdemeanor conviction(s) disclosed on the application may not necessarily result in a bar to employment. Misdemeanor convictions are evaluated on a case-by-case basis, considering the nature of the correction, time elapsed since the conviction, and the type of job in question.
In most cases, felony conviction(s) will render the applicant ineligible for hire. Felony convictions are evaluated on a case-by-case basis – considering the nature and gravity of the offense, the date of conviction, and the job relatedness. Exceptions may be made in unusual cases where the conviction does not reflect upon the applicant’s suitability for employment.