Guide for Designating Security/Safety Sensitive Positions and Required Background Check

Security Sensitive Function

Typical Positions Titles*

Typical Functions or Tasks*

Master Key access to University facilities and/or other access to residences, hotel rooms, or apartments.

  • Designated Facilities Services positions (e.g. trades, housekeeping)
  • Telecommunications, engineering & building services positions
  • Project Engineers
  • Network/IT Personnel
  • Senior management in designated positions
  • Custodial services positions
  • Student Life administration
  • Engineering positions
  • Hospitality Services positions
  • Storekeeper positions
  • Building maintenance
  • Building security
  • Access to computer or telecommunications networking/repair
  • Locksmiths
  • Facilities maintenance or operation
  • Environmental testing
  • Design or implementation of systems controlling building access and security
  • Residence Hall administration and maintenance
  • Administration of Student Life activities
  • Receiving or inventory

Responsibility for safety and security of people or property.

  • Police and Public Safety Officers
  • Dispatchers/emergency Personnel
  • Health & Safety Personnel
  • Athletic Coaches
  • Residence Hall Managers
  • Counseling Services Personnel
  • Student Affairs Officers
  • Building safety and security
  • Provide emergency care services
  • Interaction with Faculty, Staff, Students
  • Provide employee or student counseling, advice services, coaching

Direct responsibility for care, safety & security of children and minors (anyone under age 18) who participate in University sponsored programs, including 4–H and summer youth camps.

  • Childcare Services Personnel
  • Recreation Instructor
  • Camp Counselors
  • Summer programs positions
  • Researchers or educators working with children
  • All positions in medical field
  • Care, custody, or training of minors
  • Oversee or teaching camp or educational activities
  • Recreation instructing
  • Care for patients
  • Administer clinical trials or conducting behavioral research

Access to confidential or sensitive data or information, either through functional roles or system security access.

  • Information Systems Personnel, Technicians
  • Human Resources and Payroll staff
  • Network staff
  • Nurses and Physicians
  • Development Officers and staff
  • Registrars
  • Student Affairs Officers
  • Department Administrators
  • Access to personal or other restricted, sensitive or confidential data
  • Systems development & maintenance
  • Access to computer and other valuable equipment
  • Access to protected patient records and health information
  • Network maintenance
  • Access to employee or student records

Direct access to, or control over, cash, checks, credit card transactions, or authority to commit financial resources of the University through contracts greater than $5,000.

  • Senior management in designated positions
  • Cash handling positions
  • Business and Accounting Managers
  • Credit card and collections positions
  • Buyers and Storekeepers
  • Purchasing positions
  • Mail Service positions
  • Parking attendants
  • Cashiering
  • Check writing
  • Distribution of employee salary or reimbursement checks
  • Petty cash reimbursement
  • Postage meter use
  • Invoice approval and payment

Access to detailed personally identifiable information about students, faculty, staff or alumni, which might enable identity theft.

  • Controllers or Financial Administrators
  • Directors, Senior Management in designated positions
  • Project Engineers
  • Architectural Managers or Architects
  • Purchasing/Buyers
  • Fundraisers
  • Development Officers
  • Auditors
  • Access to accounts that control sensitive or secure data
  • Approval of contracts, bids, & RFP approvals
  • Commit funds for programs and projects
  • Access to student records
Access to or responsibility for designated controlled substances or hazardous materials.
  • Staff Research Associates
  • Laboratory personnel
  • All clinical positions (e.g. Physicians, Pharmacist, Nurses
  • Storekeepers & Receiving personnel
  • Housekeeping personnel
  • Animal Care personnel
  • Access to drugs in clinical or research environments
  • Access to potentially hazardous chemicals
  • Access to radioactive and nuclear materials
  • Storekeeping, shipping, and receiving
  • Dispense prescription medication
  • Work with research animals
Regular operation of University-owned vehicles, machinery, or other equipment.
  • Transit Drivers
  • Automotive Mechanics
  • Mail/Delivery/Catering staff
  • Groundskeepers
  • Farm Machinery Operators
  • Heavy Equipment Operators
  • Environment, Health and Safety Officers
  • Operation of transit buses
  • Departmental vehicles, catering trucks
  • Operation of heavy equipment or machinery
  • Transporting passengers in a University vehicle as part of the job
  • Transporting potential hazardous material

* The tasks and positions listed do not include all positions, functions, or tasks which may require a background check.

** A criminal conviction background check will document any felony or misdemeanor convictions, identity, and sex offender registry. Human Resources utilizes a third party vendor to conduct the background check.

In addition to the background checks listed within the guideline, other types of background checks may be required (in line with operational needs, legal requirements and other relevant considerations). For example, a department elects to conduct a credit report on an employee in a safety sensitive position who has direct access to cash and cash equivalents. The types of background checks that a department may utilize include, but are not limited to: employment and reference checks; verification of credential, license, certificate, and/or degree; credit report; and Motor Vehicle Record search.