Understanding References, Job Offers and Background Checks

A thorough and compliant hiring process doesn’t end with interviews. Final stages—reference checks, extending an offer, and conducting background checks—are critical to ensuring UCLA hires qualified, trustworthy individuals while upholding legal and policy standards. 

This page outlines best practices and procedural guidance to help hiring departments complete these final steps with consistency, transparency, and compliance. The goal is to support thoughtful hiring decisions while protecting the integrity of UCLA’s workforce and community. 

Reference Check Best Practices

Reference checks provide valuable insight into a candidate’s past performance, reliability, and work style. These checks are a vital part of due diligence before making an offer. Best to ensure you conduct reference checks after final interviews, but before making an offer. 

Making Job Offers Best Practices

Once a finalist is selected and reference checks are complete, you may proceed with making a contingent verbal offer. A formal contingent written offer should follow only after required approvals are obtained. Both are legally binding.  

Background Check Best Practices

All background checks must be job-related, consistent with UC policy and conducted before hire or start date. UCLA’s process is managed in partnership with CHR Background Check Services and includes two main types: 

• Live Scan Fingerprinting – Required for roles involving minors, secure data, or high-security access. Results are processed through UCLA’s authorized providers.
• Universal Background Screening (UBS) – UCLA’s third-party vendor for most staff positions. Initiated online and tracked by CHR. 

Departments are responsible for determining background check requirements, initiating the appropriate screening, and ensuring no work begins until clearance is received. 

Misconduct Checks & Personnel File Reviews

UCLA complies with all applicable California hiring laws, including SB 791 and AB 810 in support of the University’s commitment to maintaining, building, and supporting an inclusive, healthy, and safe working environment. Departments are responsible for following through on these requirements as part of the reference and background checking process and ensuring no work begins until clearance is received. 

Questions?

If you have questions, please contact your Campus Human Resources Talent Acquisition Consultant (TAC).