Conviction Check Process

1. Department completes conviction check request form (for conviction, driving, international, and other requests).
2. Human Resources processes the form and enters the candidate’s information into Truescreen (Virginia Tech’s third-party background check vendor).
3. Truescreen sends an email directly to the candidate prompting them to input their information into Truescreen’s portal. This e-mail will come from "Application Station."
   
4. Candidate links to Truescreen from the email, creates an account, logs in, and completes the authorization/application and provides other documentation requested by Truescreen.
5. Truescreen performs the requested checks and delivers the report to Human Resources.
6. Human Resources notifies department of check completion.

Conviction Check - Reason For Request - (Select all check types as needed)

• Conviction: Select if the candidate has lived in the U.S. or in both the U.S. and in international locations within the past seven years.
• Driving: Select if driving is a required part of the position.
• International Conviction Only: Select if the candidate has lived ONLY outside of the U.S. for the past seven years and has no U.S. addresses.
• Other: If "Other" is selected, a text box will pop up allowing the type of check to be manually entered. Additional checks are available in Truescreen and are required for only specific positions on campus, per Policy No. 4060 and Policy No. 4061. 

Is this a Virginia Tech student? If so, which campus? This information will assist in determining the best check for the candidate and will prevent delays in processing. If “Yes” is chosen, a pop-up box will display asking for the appropriate campus location. This is required information.

Candidate’s Legal First, Middle, Last Name: Please use the legal name of the candidate. Requests that are entered without the correct legal name can cause a delay in processing.

Job Type: A pop-up text box will display if “Other” is chosen. Descriptions can be included in this box for positions such as Volunteer, J1, Intern, etc.

Confirmation: Once the request is submitted, a confirmation e-mail will be provided. If you have questions or changes in the future, you will be able to reply to this email.

Location in Banner: A user with HR Banner access (enterer, approver and look up) may use the Employment Verification Form (PWIEMPV) to verify if a conviction check has been processed and the check date. Conviction Check information is not based upon departmental access.

Instructions for viewing this information:

1. Navigate to the Employment Verification (PWIEMPV) page and search by employee ID.
2. Conviction and driving checks, along with their respective completion dates, will be listed under the section labeled Employee Certifications.

Tips to Determine if a Conviction or Driving Check is Valid: Virginia Tech Policy No. 4060, Conviction and Driving Record Investigation for Employment, outlines specific requirements regarding Conviction and Driving Checks. 

• An employee returning to Virginia Tech in any appointment after a break in service of less than 24 months is not subject to another Conviction Check if they had previously undergone a Conviction Check when hired originally, or at some subsequent point. Any employee returning after a break in service of 24 months or greater is required to undergo a Conviction Check.
• If an employee is returning to Virginia Tech or moving to a new position, previously-recorded Driving Checks are valid for 12 months from the date they were conducted.
• If there is no Conviction Check listed under Employee Certifications but the employee began work before 2012, contact hrservicecenter@vt.edu.
• Departmental Senior Management, in consultation with Human Resources, can designate certain areas or job types that require new Conviction or Driving Checks even if the check on file is valid. 

DOT-regulated positions include pilots and those that require an employee to carry a CDL. These employees and their employers must comply with DOT regulations both as part of the pre-employment process and during term of employment. See Virginia Tech Policy No. 4061 Drug, Alcohol and Medical Testing Guidelines for Commercial Driver’s License Holders and other Identified Positions.

Packages for DOT-Regulated Employees

• DOT Comprehensive Pre-Employment (CDL): Package includes all pre-employment requirements for new CDL drivers - Conviction and Driving Checks + DOT Drug and Alcohol Clearinghouse Query + Pre-Employment Drug Screening. Select for New Hires, transfers, or those returning to Virginia Tech after a break in service greater than 24 months.
• Pre-Employment Drug Screening (Pilots): Package includes pre-employment drug screenings only. Conviction and Driving Checks will need to be ordered separately.

Specific for CDL Drivers: Federal Motor Carrier Safety Administration

Specific for Pilots: Federal Aviation Administration

Clearinghouse web page:  FMCSA Drug and Alcohol Clearinghouse

Clearinghouse fact sheet:  https://clearinghouse.fmcsa.dot.gov/Resource/Index/Factsheet

PDF Links to Virginia Tech Process Resources and Federal Guidance

Add-On Packages can be requested for certain specialty and senior-level positions. A description of reports received from each package follows:

• Credit: Credit report from TransUnion.
• Sanctions Base: Reports on administrative or disciplinary actions taken against members of professional and technical disciplines that have accreditation or licensing processes. For example, the American Stock Exchange, Federal Trade Commission, and State Boards of Medicines.

The decision regarding the need for an add-on package is made at the departmental level. Divisional Directors and HR Generalists can provide guidance regarding add-on packages.

Submit the request as soon as a contingent offer of employment is made and accepted. For employees who have a delayed start date, submit the request within 12 months of the start date.

There is no standard time for the completion of checks. Length of time depends upon the localities that need to be searched. 

Every disclosed locality is searched in its respective court system. Truescreen must wait for courts to complete those checks. Due to this, there is no process for expediting checks.

Once Human Resources has completed internal processing of conviction check requests and entered them into the Truescreen portal, they are noted as “Closed." When Human Resources receives the finished report from Truescreen, an email will be sent to the department.

Once Human Resources orders the check, Truescreen will immediately send an email to the candidate. This email comes from “Application Station.”

All technical support is provided by Truescreen. For assistance, the applicant can call Truescreen at 1-800-803-9042, ext. 2006.

Codes are provided in the original email to the candidate from Application Station. If the candidate utilizes the link from the email, any required codes should populate automatically. Candidates experiencing persistent issues can contact Truescreen’s technical support at 1-800-803-9042, ext. 2006.

Names cannot be updated once the check has been ordered. Contact Human Resources through hrservicecenter@vt.edu so the check can re-ordered with the correct spelling of the candidate’s name. 

If an international address was disclosed, then additional documentation will be required to process that check. The requested documents vary based on the requirements of the country. 

• Basic Extended Package: Searches all addresses (U.S. and International) provided and will search by all names, including those disclosed by candidate and reported by TransUnion.
• Student Basic: Searches all addresses (U.S. and International) provided and will also perform a default search of the student’s campus location. This is helpful as students often do not realize they need to provide campus addresses.
• International Criminal Only: Searches ONLY international addresses. Intended for use if a candidate has not lived in the U.S. within the past seven years.
  
• Driving: Provides a driving record check ONLY.
• Other: Includes packages specifically for DOT-regulated employees and add-ons for specific / senior-level positions.

DOT Packages are required only for employees whose positions require that they carry a CDL and are subject to pre-employment and random drug screenings. 

The ability to view conviction and driving check information is a tool for departments that can provide efficiency during the hiring process. For example, if a valid check is on file then departments can continue the onboarding process immediately. Human Resources will continue to perform this same check as part of our internal processes and will still notify departments if there is a valid check on file. If you have any questions, please email hrservicecenter@vt.edu.

Refer to guidance in Tips to Determine if a Conviction or Driving Check is Valid, above. If this information does not address your situation, you can either contact Human Resources directly or simply submit the check request. Human Resources will review that information as part of our internal process and will notify you if there is a valid check on file.