Misconduct Reference Check (MRC) Policy and Procedure FAQs

When did the misconduct reference check (MRC) requirement become policy?

July 7, 2025

What about the sexual harassment/sexual violence (SH/SV) reference check requirement? What about the institutional reference check (IRC) requirement? 

Both the SH/SV reference check and IRC have been replaced by the MRC because it is a more comprehensive inquiry about employee misconduct. 

Offers made July 3, 2025 or earlier are subject to the SH/SV reference check and IRC, as required. Offers made July 7, 2025 or later are subject to the MRC. 

However, if the SH/SV reference check was not initiated by July 3, please initiate the MRC. 

What is required by the MRC?

The MRC requires a final candidate's references to answer the following misconduct questions about the final candidate prior to hire.  

1. To your knowledge, was the candidate ever found to have engaged in any employee misconduct (violations of law, company or university rule or policy, including sexual violence or sexual harassment, or conduct that adversely affected the performance of their job responsibilities)? 
2. To your knowledge, is the candidate currently under investigation or left employment during an active investigation in which they were accused of employee misconduct (violations of law, company or university rule or policy, including sexual violence or sexual harassment, or conduct that adversely affected the performance of their job responsibilities)?
3. If you answered 'yes' to either of the questions above, please provide additional details and consider including your contact information in case follow up is needed.

The final candidate must submit three references, one of which must be a current or past manager/supervisor.

Additionally, if the final candidate has worked at a UW System institution in the past 7 years, Division HR must contact HR at each institution to complete a personnel file review and answer the misconduct questions listed above. 

What job categories are subject to this requirement?

Faculty (FA), Academic Staff (AS), Limited Appointees (LI), University Staff (CP, CJ)

How are the final candidate's references asked the required MRC questions?

SkillSurvey, an automated reference check system that is integrated with Workday, must be used to conduct the MRC. 

In Workday, move the final candidate to the Assessment stage and select 'SkillSurvey Check.' The Reference Survey Coordinator UW will receive a task to Assess Candidate, and select the appropriate survey (professional + MRC or MRC only). SkillSurvey will send an invitation to the final candidate to enter the name, email address and relationship type for three references, one of which must be a current or past manager/supervisor. 

For more information, please review the Initiate, View, and Record Misconduct Reference Check (MRC) guide.

To use an alternate process to conduct the MRC, please contact your assigned Talent Acquisition Specialist for prior approval. 

What if the professional survey I want to use is not available via the SkillSurvey integration in Workday?

If the survey is available in SkillSurvey but not via the integration in Workday, please email Talent Acquisition at uwjobs@wisc.edu with the survey title. Talent Acquisition will request the survey is added to the Workday integration. 

The final candidate received the invitation in SkillSurvey and has opted out, which canceled the request. What do I do?

Although 'opt out' in an option in SkillSurvey, it is not acceptable for the MRC policy requirement. The recruiter should reach out to the final candidate to explain this is a requirement and the request will be resent for them to provide their reference information. 

As Division HR, how do I complete the personnel file review for final candidate's who have worked at a UW System institution in the past 7 years? 

Please use the following email template to complete the personnel file review.

Subject: Misconduct Reference Check: Personnel File Review Request

Dear (INSTITUTION NAME) HR,

EMPLOYEE NAME (EMPLOYEE ID) has been identified as a final candidate for a position at the University of Wisconsin-Madison. Per policy requirements, would you please review their personnel file and respond to the following questions:

1. Was the final candidate ever found to have engaged in any employee misconduct (violations of law, company or university rule or policy, including sexual violence or sexual harassment, or conduct that adversely affected the performance of their job responsibilities)?
2.  Is the final candidate currently under investigation or left employment during an active investigation in which they were accused of employee misconduct (violations of law, company or university rule or policy, including sexual violence or sexual harassment, or conduct that adversely affected the performance of their job responsibilities)?

Thank you for your prompt attention to this request. I would appreciate your reply as soon as possible but within 5 business days. 

Sincerely,

HR REPRESENTATIVE NAME

Who do I contact at other UW System Institutions or UW-Madison for the personnel file review?

UW System Human Resources Contacts

UW-Madison Division HR MRC Contacts

The MRC Contact information for my division is incorrect. How do I update it?

Email updated contact information to Talent Acquisition at uwjobs@wisc.edu. 

Is the personnel file review required when the final candidate has only worked in positions not covered by the MRC policy (ex. student help, graduate assistants, etc.)? 

No, the personnel file review is only required when the final candidate has worked in a position covered by the MRC policy requirement (faculty, academic staff, limited appointees, and university staff). 

What if there is an affirmative response to either of the MRC questions? 

An affirmative response to either question is not an automatic disqualifier from consideration for employment.

Because the SkillSurvey responses are anonymous, it is recommended to review the completed report to see if a reference provided additional information about their affirmative response or their contact information for follow-up. Otherwise, Division HR may contact the final candidate to request information regarding the potential misconduct.   

Before proceeding with an offer of employment, please contact the Office of Human Resources - Workforce Relations team at wr@ohr.wisc.edu. 

What information should be shared when I'm contacted to complete the MRC? 

What if I'm contacted to provide a reference for a current or former employee but I'm not asked about misconduct?

UW-Madison must notify the potential employer, even if they do not ask, of the appropriate contact for any questions regarding employee misconduct. The following template language is recommended:

"I am requested by UW-Madison policy to let you know that if you have any questions related to any employee misconduct, you must direct those inquiries to (DIVISION HR CONTACT NAME). Otherwise, UW-Madison's Office of Human Resources can be contacted by email at accesscenter@ohr.wisc.edu to provide Division HR contact information. Please be advised, this required disclaimer does not mean that this candidate has been found to have engaged in misconduct, rather, I cannot answer any such questions if you have them."

I have questions about the MRC policy that are not addressed here. Who can I contact?