Posted 9:27 a.m. Friday, July 31, 2026
Criminal Background Checks & Form I-9 Policy Review
Human Resources is providing a refresher on two important employment requirements: Criminal Background Checks and Form I-9 Employment Verification.
These processes help the university maintain a safe campus environment while ensuring compliance with federal and UW System requirements. Employees are encouraged to review the complete policies available through the UWL KnowledgeBase and University of Wisconsin System Criminal Background Check Policy.
Criminal Background Checks
In accordance with UW System policy and UWL procedures, criminal background checks (CBCs) are conducted for candidates recommended for hire, after a verbal offer was given. CBCs are part of the hiring contract, and employment officers are contingent on its completion. Failure to consent to a criminal background check or falsification of related information may result in withdrawal of an employment offer or volunteer opportunity. Additionally, a new CBC is required for returning employees who have a gap of employment with UWL of 12 months or greater.
Positions of Trust
Certain positions are designated as Positions of Trust (POT) and may require more frequent background screening. A Position of Trust includes a paid or volunteer role with one or more of the following responsibilities:
- Access to Vulnerable Populations- Responsibilities require unsupervised or significant access to vulnerable populations, including minors and medical patients.
- Property Access- Responsibilities require the use of master keys or card access to offices, facilities, worksites, or residential housing facilities beyond an employee's assigned workspace.
- Financial or Fiduciary Duties- Responsibilities involve significant handling of money, financial records, assets, purchasing authority, auditing functions, inventory control, or related fiduciary responsibilities.
- Executive Positions- Responsibilities involve top-level institutional leadership, including positions such as Chancellor, Provost, Dean, and other limited appointments.
Employees and volunteers holding positions involving access to vulnerable populations are subject to periodic criminal background checks every four years in accordance with UW System policy.
Self-Disclosure Requirements
Employees and volunteers serving in positions of trust with access to vulnerable populations must report any criminal arrests, charges, or convictions (excluding minor traffic offenses punishable only by a fine) within 24 hours or as soon as reasonably possible.
Failure to report required information may result in disciplinary action, up to and including dismissal.
Form I-9 Employment Verification
The U.S. Department of Homeland Security through U.S. Citizenship and Immigration Services (USCIS) requires state employers to document verification of the identity and employment authorization of each new employee (both citizen and non-citizen) to work in the United States.
I9 Process in Workday
Employees must take the following actions in Workday to complete their I9:
- Complete Section 1 of the Form I-9 in Workday no later than their first day of employment.
- Complete Section 2 of the I-9 process within three business days of their start date by presenting original identity and work authorization documents to a UWL Human Resources representative.
- To see acceptable documents for I9 Section 2 completion, please refer to this list.
Human Resources cannot complete Section 2 until Section 1 has been completed by the employee.
Failure to complete the I-9 requirements within the required timeframe may result in withdrawal of employment.
For a complete list of acceptable documents, please refer to the UWL HR website regarding I-9 instructions.
Employee Resources:
- UW-La Crosse Office of Human Resources 608.785.8013, hrinfo@uwlax.edu
- Employee Assistance Program (EAP) Resources: HR employee resources - Employee Assistance Program (EAP)
- The University of Wisconsin System provides information regarding UW-System policy here
Links to related information:
- Workday Login: https://www.myworkday.wisconsin.edu/.
- Downloading Workday on a mobile device: Installing Workday on a Mobile Device – Employee.
Questions may be directed to Human Resources at any time.