Verification of Staff Qualifications

This policy has been established to standardize the process for ensuring that new employees meet the minimum qualifications for their position.

Human Resources is responsible for verifying staff credentials during the hiring process and maintaining records of the verifications and associated authorizations.

Thereafter, supervisors are responsible for ensuring that staff who report to them attain any additional credentials needed and maintain them throughout incumbency.

All applicants complete and sign an employment application prior to becoming candidates for a vacant position. The application contains the following language: 

“I authorize (NKY Health) or any of its agents to investigate all statements contained in this application for employment as may be necessary in making an employment decision.  As a condition of employment, I agree that upon employment I will: 1) furnish proof of my citizenship or my authorization to work in the U.S.; if requested: 2) consent to any background and/or licensure checks; 3) submit to a drug-screening test; and 4) furnish a copy of my GED/diploma or college transcript."

Before the candidate is interviewed, they complete a form authorizing Northern Kentucky Health Department (NKY Health) to conduct a general background check and letting them know that NKY Health may also obtain an investigative consumer report (background check report) on them that may include information as to their character, general reputation, personal characteristics, and mode of living. By their signature, they authorize NKY Health to order consumer and/or investigative consumer reports including, but not limited to: 

• Social security number validation.

• Criminal conviction records.

• Employment and earnings history.

• Education, credit, licensing and certification checks.

• References.

• Military service.

• Sex offender registry.

• Civil cases.

• OIG/GSA, OFAC/Patriot Act records, any sanctions list.

• FBI fingerprinting.

• Workers’ compensation injuries.

• Driving record.

• Drug testing results.  

The information may be obtained from private and public repositories of information, and can be disclosed to the processing agency (Consumer Reporting Agency) listed above and its agents.

Prior to extending an offer of employment, Human Resources contacts the candidate’s supervisor by phone to verify their last two years of employment. Frequently, the supervisor refers Human Resources to an online verification system or to their own HR department. These sources typically only verify the candidate’s title, hire date, and termination date (if applicable).

Sometimes during the phone conversation, the supervisor will answer questions about the candidate’s qualifications and her/his own opinion of the candidate’s job performance, character, and suitability for the position.

All employment offers are extended contingent upon acceptable results of a criminal background check.  NKY Health uses ADP Screening and Selection Services to check the criminal background of each candidate.

At a minimum, ADP:

• Validates that the candidate’s social security number is valid

• Checks the “Crimlink” nationwide database for a record

• Checks the court records for up to ten counties to report any felonies and misdemeanors on record for the past seven years.

• Checks the court records for at least one federal district to report any felonies on record for the past seven years.

ADP also recommends additional reports depending on records it finds based on the initial search (for example, alternate addresses).  NKY Health usually orders recommended reports to perform the most thorough background check possible.

NKY Health must receive acceptable results of the criminal background checks before the candidate may begin employment.

All employment offers to employees who will be in positions that will be responsible for cash are extended contingent upon acceptable results of a personal credit report.  NKY Health uses ADP Screening and Selection Services who contracts with a credit reporting agency to check the credit history of each candidate.

All employment offers to licensed professionals are extended contingent upon verification of the license.  As soon as the offer is accepted, HR verifies that the candidate’s license is valid for her/him to practice in KY, is current and is unrestricted.

All employment offers to employees who will be in positions that have been identified as “safety-sensitive” are extended contingent upon acceptable results of a drug and alcohol screen.  The candidate is required to report post-offer but pre-hire to a vendor who is expert in performing employment drug screening.  NKY Health is using a standard 10-panel urine test with Ecstasy added as the 11th panel.

NKY Health must receive acceptable results of the drug screen before the candidate may begin employment.

5/1/2023: 

• Revision Log added.

4/12/2024

• Added gender-neutral pronouns