The
UNC Policy Manual
700.5.1[R]
Adopted
10/26/06
1.
UNC constituent institutions will perform background checks on
either (i) all applicants offered admission, or (ii)
all applicants offered admission who indicate their intent to attend, before
the applicant may matriculate, as follows:
A.
The UNC Suspension and Expulsion Data Base
B.
The National Student Clearinghouse (when a method for automated
checks becomes available). Until an
automated method for conducting these checks becomes available, constituent
institutions may limit their checks to applicants who are neither in high
school at the time of the application nor show continuous enrollment in an
educational institution since graduating from high school.
C.
NC Department of Public Instruction enrollment data base (when it
becomes available). Until the DPI
database becomes available, constituent institutions will check DPI enrollment
records for all NC residents who do not provide a public school transcript in
situations in which a high school transcript is required for admission.
A
constituent institution may conduct these background checks on an applicant
before deciding whether or not to offer the candidate admission.
2.
UNC will continue to work with NC DPI and the NC Community
Colleges to have a high school or community college long term suspension or
expulsion record supplied to UNC along with the high school or community
college transcript.
3.
UNC constituent institutions will perform criminal background
checks on applicants being considered for admission, applicants admitted, or
applicants offered admission who have indicated their intent to attend, before
the applicant matriculates, if the application and supporting materials contain
one or more of the following triggers (or red flags):
i. The application together with
supporting material contains materially inconsistent answers that have not been
satisfactorily explained;
ii. The applicant answers one or more of the six criminal
background/ discipline questions affirmatively or submits subsequent
information indicating (1) pending criminal charges, (2) acceptance of
responsibility for a crime, (3) criminal convictions or (4) school disciplinary
action, unless the affirmative answer or supporting material relates to a
school disciplinary action that resulted from an offense that is remote in time
or was insubstantial;
iii. The application omits one or more answers without an
acceptable explanation for the omission;
iv. The application has an unexplained time period since
graduation from high school during which the applicant was not, for
example, enrolled in higher education,
enlisted in the military, or employed fulltime; or
v. Any
other reason sufficient to the constituent institution.
vi. Constituent institutions are not
required to perform criminal background checks on applicants who are younger
than 16 years old at the time of the acceptance or on residents of North
Carolina who have attained the age of 65 and are entitled to a tuition waiver
under G.S. §115B-2.
4.
All admissions letters for applicants who are to have criminal
background checks performed will state that the admission is conditional on the
results of a criminal check.
5.
A constituent institution that is going to conduct a criminal
background check must obtain the applicant’s consent, either in writing or
electronically, to the criminal background check and to the use of the
applicant’s social security number for purposes of the check. Alternatively, the constituent institution
may provide instructions for the applicant to initiate the criminal background
check directly through a specified vendor. If legally permissible, the
constituent institution will offer as an alternative to allow a fingerprint
check without using a social security number. The constituent institution or
vendor consent will require the applicant to list the places the applicant has
lived or gone to school outside North Carolina for more than 6 months in the
last 7 years at a time that the applicant was at least 16 years old.
6.
A constituent institution may either include the cost of
conducting background checks in an increase to the general application fee or
may charge the cost of criminal background checks to the applicant who is the subject
of the check.
7.
The scope of the criminal background check will depend on the
residential history of the applicant:
A.
For current NC residents whose applications and release forms do
not disclose more than 6 months out of NC, a North Carolina criminal background
check will be conducted.
B.
For non-residents and NC residents whose applications or release
forms disclose significant time outside NC, a residence check will be
conducted, and then a criminal background check will be conducted for all
appropriate states unless the applicant opts for a national FBI fingerprint
check.
C.
For international students, a criminal background check of
appropriate scope will be conducted.
8.
Students who are admitted within 2 weeks before classes begin and
who are subject to having a criminal background check pursuant to paragraph 3
above are allowed to be conditionally admitted and are allowed to matriculate
pending the results of a criminal background check.
9.
The vendor or other entity conducting the criminal background check
will provide the constituent institution with a list of applicants with no
criminal record, and the constituent institution will have electronic or paper
access to the information for the applicants whose check shows a positive
criminal record.
10.
If an applicant has a positive criminal or disciplinary record,
the constituent institution must:
A.
Compare the results of the checks to the application and
supplemental information supplied by the applicant to determine
discrepancies. If there are no discrepancies
and if the constituent institution has made an individual determination that
the applicant does not pose a significant threat to campus safety, and there is
no additional information indicating that a decision to admit should be
modified, the applicant may be admitted or a previous decision to admit may
stand.
B.
If there are discrepancies, or if there is information indicating
that admission decision should be further examined, the constituent institution
must provide the applicant an opportunity either to demonstrate that the report
of criminal, disciplinary or other relevant history was erroneous (e.g. wrong
person) or to explain the discrepancy.
C.
If the report is determined to be accurate and there is a
discrepancy between the reported information and the application or supporting
material the applicant submitted, or there is additional information that
amplifies the application information or otherwise indicates that the admission
should be examined further:
i. the presumption
is that the admission will be denied or withdrawn if the applicant has failed
accurately to disclose relevant information in response to a question on the
application. The burden is on the applicant to demonstrate that the omission or
misinformation was the result of an honest mistake, that it was not intended to
mislead, and that the applicant should be admitted in spite of the failure to
disclose;
ii. If the failure to disclose accurate
information does not result in the denial of or withdrawal of the offer of
admission, but there is information that draws the decision to admit into
question, before the student may matriculate, the constituent institution must
make an individual determination as to whether the nature of any crime
committed or other behavior disclosed, together with other available
information, suggests that the applicant will pose a significant threat to
campus safety. If the constituent
institution determines that there is a significant threat, the admission must be
denied or withdrawn. If not, the student
may be admitted in accordance with the normal admission process.
11.
Each constituent
institution must maintain a record of the kinds of background checks, if any,
conducted on each applicant and the results of those checks. If an applicant’s record shows a history of
conviction of, guilty plea to, or acceptance of responsibility for a crime or a
significant disciplinary sanction at another educational institution, the
constituent institution must maintain a record of the process used to determine
whether or not the student posed a significant threat to campus safety and of
the basis for that determination.
Effective
date:
This regulation is effective for all students who matriculate
after 8/1/07.