EHE Independent Consultant/Volunteer (IDC) Background Check Process Instructions

1. For IDC:

  1. Manager/PI Submits Workday Requisition for IDC
     
  2. The Finance Officer (FO) will provide the EHE Non-Employee Work Arrangement DocuSign link to the Manager/PI for completion.

    NOTE: The form must be completed in its entirety. Incomplete submissions will be returned for completion.
     
  3. The FO will:
    1. Add IDC information to the BGC-Tracking Spreadsheet in the EHE Independent Contractor Process Guidelines Teams Folder
    2. Enter an activity update (tagging @Mariah Swisher) on the folder’s Posts page
    3. HRBP will review the submitted information and complete the Independent Contractor Classification Tool, to determine whether the BGC process should proceed of if the IDC must be hired as an employee.
       
  4. If the IDC has a valid background check (BGC) on file with HR BGC or can submit a valid BGC directly from the vendor that they used to our BGC department the EHE HR BGC will send confirmation to the Manager/PI and IDC authorizing them to begin work.

    Reminder: The BGC must be within 12 months of the start date of the current work.
     
  5. If the IDC Does not have a valid BGC on File, the HRC BGC will email the IDC using the BGC Email Template, cc’ing the Manger/PI and FO, to initiate the BGC process. NOTE: The HR BGC will monitor the BGC Clearance Tracker to determine when approval has been granted.
    1. Approved: HR BGC will notify the manager and IDC to confirm the work may begin. The BGC will be filed in our team’s folder and the HR BGC will complete the Non-Employee Population Access Request as needed for university access.
    2. Not Approved: The HRBP will notify the Manager/PI that the IDC is not authorized to enter into an agreement to perform EHE services.

2. For Volunteers:

  1. The Department HRC will have the Manager/PI submit the EHE Non-Employee Work Arrangement via DocuSign

    NOTE: The form routes to EHE HR BGC (cc: FO – no action required)
     
  2. The Department HR Business Partner (HRBP) will review and confirm that the “statement of work” does not constitute an employment relationship
     
  3. The HR BGC will add the consultant information to the BGC-Tracking Spreadsheet in the EHE Independent Contractor Process Guidelines Teams Folder

Reminder: If the IDC or volunteer is fully remote, a BGC may still be required depending on the nature of the work:

No BGC needed → Tasks such as grant review without data access

BGC required → Tasks that involve access to institutional data