Job Recruitment: Candidate Internet Name Search FAQs

What is an internet name search?
For job recruitment purposes, an internet name search is the process of searching information related to a candidate for hire that is readily available through a basic online search engine such as “Google” to confirm no concerning information is readily available that might impact the decision to hire.

Which centers/colleges are responsible for conducting an internet name search?
All centers/colleges are responsible for conducting an internet name search for all hires, including internal transfers, temporary employees, and adjunct faculty.

Who in the college/center is responsible for conducting the internet name search?
The search should be conducted only by the HR Contact or a designee who has been trained in EEO regulations/standards.

When is the appropriate time to conduct the internet name search?
Conduct the search only for the finalist job candidate(s) during the reference check process and prior to making a formal or informal employment offer.
- Exception: For candidates required to make a presentation to members of the NSU community as part of the application process, conduct the search before inviting candidates to make such presentation(s).

What is the purpose of conducting an internet name search?
The purpose of an internet name search is to identify publicly accessible information about a candidate that may raise legal or ethical concerns, or potentially harm the institution's reputation, thereby influencing the final hiring decision.

What qualifies as issues of legal or ethical concern?
- Legal Issues: Public records or information indicating violent or criminal behavior or legal issues that may concern the safety of the university community and/or may be relevant to job responsibilities.
- Unprofessional Behavior: Evidence of unprofessional behavior or conduct that could harm the university's reputation, such as discriminatory remarks or unethical behavior.
- Conflicts of Interest: Information suggesting conflicts of interest that could affect the candidate’s impartiality or dedication to job duties.
- Examples of concerning issues include but are not limited to incidences of violence, misrepresentation, plagiarism or fraudulent claims.

How is an internet name search conducted?
Select an internet browser such as Google, Edge, Firefox, Safari, or DuckDuckGo. Searches do not have to be conducted multiple times through every browser. Select one browser then conduct the search by entering the candidate's name into that browser’s main search field.

What if the search results in many people with the same name?
Considering information provided by the candidate during the recruitment process, attempt to match information available online for the correct individual.

What am I looking for?
- Look at publicly available content resulting from the name search. Disregard personal information that does not impact professional capabilities.

- Privacy considerations: Do not attempt to access private information or use any means to bypass privacy settings.

What steps should be taken if concerning information is found?
Document findings (see #6 for examples) and forward to your Business Partner in the Office of Human Resources (OHR) for consultation. Include a screenshot of the pages and URL web page links that are found during the search process when escalating to OHR for review.

Is an internet name search required if background screening is already required for the position?
Yes, the internet name search is required for all positions, whether the position is subject to background screening or not.

Does a candidate have to be notified of the information found?
Depending on the situation, a candidate may be asked to provide additional information related to the findings of an internet name search. This will be determined as part of the OHR review process.