FASS Agent Step-by-step guide

Phase 1 - Background Investigation

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UOPD Supervisor selects candidate finalist.
HR Recruiter makes contingent offer to candidate.
Once candidate accepts offer, HR Recruiter confirms with Background Check Investigator Supervisor which investigator will be handling the candidate investigation.
HR Recruiter communicates with HR Generalist to initiate the UOPD Background Check process.
HR Generalist sends candidate informational email to begin background check process, specifying that the documents attached are due within 2 weeks of receipt (list what the informational email contains or provide a template).
1. 5-6 documents depending on position
Candidate fills out documents following the instructions provided in the email.
1. Candidate gets documents notarized (can be done at UOPD)
2. Candidate schedules fingerprinting appointment with UOPD
Once step 7 is complete, Candidate notifies HR Generalist and schedules appointment to turn in Phase 1 documents.
HR Generalist scans all documents onto secure shared drive.
HR Generalist emails investigator, with Background Check Investigator Supervisor, UOPD Chief, Fingerprinter, and position supervisor, to let them know that the documents are ready and the investigation may proceed.
Background Check Investigator conducts background check, a process that may take several weeks to complete.
Investigator produces an executive summary with CJIS information redacted and saves this in the UOPD OneDrive background check folder.
Investigator notifies FASS HR and UOPD Chief that investigation is complete.
UOPD Chief notifies HR Generalist if candidate has passed or not passed.
If candidate passes, move onto Phases 2 and 3 below.
If candidate does not pass, HR Generalist sends email with executive summary to UO HR Talent Acquisition requesting confirmation of failure status.
UO HR Talent Acquisition confirms failure status to HR Generalist, and HR Generalist notifies candidate of results using template email.

Phase 2 and 3 - Psychological and Physical Examinations

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HR Generalist calls candidate to let them know they have passed Phase 1, and that they should expect an email confirmation notifying them that Phase 2 and Phase 3 have been scheduled.
HR Generalist calls psychologist on file to schedule the evaluation.
Once scheduled, HR Generalist immediately emails the psychologist confirming the appointment, with a copy of the position description, the candidate's application, and executive background summary.
HR Generalist sends a confirmation email to the candidate with the date and time of the appointment using the "psych template email".
HR Generalist calls Cascade Health and schedules the pre-employment medical examination to occur no sooner than one week after the psychological evaluation date.
HR Generalist emails candidate with date and time of the pre-employment medical appointment with instructions using the "medical template email".
1. The templated email for the medical examination contains language indicating that if the candidate has not passed the psychological evaluation, there will be a follow-up from the HR Generalist with new instructions to cancel the medical exam.
If the candidate passes the psychological evaluation, the psychologist will notify the UOPD Chief and provide documentation.
1. UOPD Chief will notify HR Generalist, and HR Generalist reaches out to the candidate to confirm that the candidate may proceed with the medical examination.
2. Move on to Step 9 for Phase 3.
If the candidate does not pass the psychological evaluation, the psychologist will notify the UOPD Chief and provide documentation.
1. UOPD Chief will notify HR Generalist, and HR Generalist will forward all relevant documentation to University HR Talent Acquisition.
2. University HR Talent Acquisition reviews documentation and confirms the fail status to FASS HR Generalist.
3. HR Generalist notifies the candidate that they are not advancing in the search using the "UOPD not advancing template email".
4. If candidate reaches out to the Recruiter or HR Generalist, please refer the candidate to the form attached in the "UOPD not advancing template email" that was signed by the candidate at the beginning of the process.
Cascade Health will notify the HR Generalist that the medical examination is complete and send documentation to HR Generalist.
HR Generalist sends medical documentation to UOPD Chief for final evaluation and interpretation.
If the candidate passes the medical examination:
1. UOPD Chief sends confirmation to HR Generalist.
2. HR Generalist notifies candidate that they have passed all 3 phases of the UOPD Background Check process.
3. Confirm the candidate's start date with the candidate and UOPD Chief and position supervisor, and change the candidate's status in MyTrack.
4. In MyTrack, HR Generalist changes candidate status from Prepare Contingent Offer to Contingent Offer Accepted, and suppress the Background Check email.
5. HR Generalist notifies Recruiter of candidate advancing.
6. HR Recruiter completes the Offer Card in MyTrack and follows HR Recruitment Process starting at Step 14 part i.
If the candidate does not pass the medical examination:
1. UOPD Chief will notify HR Generalist, and HR Generalist will forward all relevant documentation to University HR Talent Acquisition.
2. University HR Talent Acquisition reviews documentation and confirms the fail status to FASS HR Generalist.
3. HR Generalist notifies the candidate that they are not advancing in the search using the "UOPD not advancing template email".
4. If candidate reaches out to the Recruiter or HR Generalist, please refer the candidate to the form attached in the "UOPD not advancing template email" that was signed by the candidate at the beginning of the process.
HR Generalist arcives all documentation in secure OneDrive folder.

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