Background Investigations

Q: Help! An individual is conducting a background investigation about a current or former faculty member, staff, or student and is requesting information and asking questions. What should I do?

A: Various agencies and employers will contact U-M faculty and staff as part of an employment background investigation or security clearance process for a former or current faculty member, staff, or student. These contacts may be in-person, via phone, or via email and may be unannounced. Generally, the person conducting the background investigation or security clearance will ask questions or request documents that verify dates of employment or dates of enrollment; information regarding disciplinary history; and information regarding the individual’s character. If you are requested to provide information as part of a background investigation or security clearance, follow these procedures:

Request for Records

Ask the person making the request for his/her business card or full name and contact information.
Ask the person making the request for a copy of the signed release authorizing the disclosure of employment or student records to the requester. If you have questions regarding the validity of the release or the scope of the release, please contact the Office of the Vice President and General Counsel (OGC). U-M may provide any information with the subject’s written consent.
Make a copy of all documents provided. Attach the business card/contact information and signed release to the copy of the information that you provided. Place that information in the individual’s personnel or student file maintained by your office with a notation of the date and your name.
If the person making the request does not have a signed written release, then you should not provide any documents until a signed written release is provided.
You may refer the person making the request to the campus registrar’s office for confirmation of dates of enrollment and degrees earned. You may refer the person making the request to the campus human resources office for employment verification information.

Request for Interview

Ask the person making the request for his/her business card or full name and contact information.
Ask the person making the request for a copy of the signed release authorizing the disclosure of employment or student records to the requester. If you have questions regarding the validity of the release or the scope of the release, please contact the OGC. U-M may provide any information with the subject’s written consent.
Make notes of the questions asked and your responses. Attach the business card/contact information and signed release to the copy of the information you provided. Place that information in the individual’s personnel or student file maintained by your office with a notation of the date and your name.
If the person making the request does not have a signed written release from the subject, then you may decide whether to share your truthful personal observations and opinions anyway. You should not, however, provide U-M documents until a signed written release is provided. Please contact the OGC if you have concerns regarding providing a reference or participating in a background investigation when a signed written release is not provided.
You may refer the person making the request to the campus registrar’s office for confirmation of dates of enrollment and degrees earned. You may refer the person making the request to the campus human resources office for employment verification information.