Background Checks

inaki-del-olmo-NIJuEQw0RKg-unsplash

Colorado State University has adopted the background check policy as a necessary step in ensuring the continued safety of our students, faculty, and staff. Colorado State University employees at all levels may have varying degrees of access to confidential personnel information, vulnerable human and animal populations, expensive equipment, chemicals, and financial resources. The background check is an critical step in the hiring process and the background check must be completed and approved before the candidate can being working or volunteering. 


Resources

Contact 


How to Request a Background Check

Oracle

The background check process for Associates, Graduate Assistants, Non-Student Hourlys, Students, Volunteers, CSU Pueblo, and existing employees of all types are conducted through Oracle. To initiate a background check using oracle, please use the following procedure: 

  1. Complete the HR System Access Request form for background checks. This will allow access to the background check system within Oracle.
  2. Complete the online background check training: A Guide to Background Checks at Colorado State University or review the How to Order a Background Check in Oracle training document.
  3. Once the background check has been submitted, the candidate will receive an email notification. The candidate’s response is required for the background check to begin. 

Talent Management System (TMS)

The background check process for State Classified, Administrative Professionals, Faculty, and Research Professionals is conducted through the CSU Talent Management System (TMS).

  1. Review How to Submit a Background Check Request in TMS
 

Types of Background Checks


Criminal History Check

The criminal history check gathers information from national, state, and county criminal court databases in order to obtain criminal history, such as felony and misdemeanor convictions, including pending criminal cases. This check also includes a search through the US Department of Justice’s sex offender database which contains listings of more than 500,000 registered sex offenders from all 50 states.


Motor Vehicle Records Check

The motor vehicle check gathers information from state agencies regarding driving history and driver’s license records to include driving offenses, traffic violations, and restrictions. Only request a motor vehicle record check when the position: 

  • Requires a valid driver’s licence (or commercial driver’s license);
  • Requires the employee to drive a motor vehicle as a regular part of their job responsibilities; or 
  • Requires use of a state-owned vehicle for the purpose of conducting University business.

Education Verification Check

The education verification check gathers education history by verifying that a degree, certificate, or diploma was received. Education verification’s are billed to the department requesting the check, at the end of the fiscal quarter they were received. 


Financial History Check

The financial history check gathers information furnished by any court of law, credit reporting agency, or third-party vendors. This is only required for positions that will be distributing student loans.


Statewide Criminal History Check

The statewide criminal check is similar to the criminal history check, but only focuses on criminal records within certain states. This is only required for Ram Welcome volunteers.


Restricted Party Screening

The restricted party screening check is the process by which CSU facilitates compliance with United States export control laws and regulations. In most cases, this screening will be run at the time a criminal history check is requested. 


Required Background Checks

All newly hired or rehired individuals are required to have the following background checks:

  1. Criminal history background check;
  2. Sex offender registry check; and
  3. Restricted party screening check.

Certain positions may require additional background checks. Please review the position description when requesting one of the additional checks below:

  1. Education Verification when the position requires a specified degree and the department wishes for and will pay for an education verification check;
  2. Financial history check if the position is involved in distributing student loans;
  3. Motor vehicle record check for positions that:
    1. Require a valid driver’s license (or Commercial Driver’s License);
    2. Require the employee to drive a motor vehicle as a regular part of their job responsibilities; or
    3. Require use of a state-owned vehicle for the purpose of conducting University business.

In some circumstances, a new hire may be exempt from a background check. Please see the Exemptions From the Background Check Policy section for more information. 

The following background checks may be required for existing employees who experience a significant job change via either movement into a new position or assumption of new responsibilities in their current role:

  1. Criminal history check and sex offender registry check if the job change establishes a sensitive condition where one did not exist previously and either of these checks were not performed within the preceding 12 months;
  2. Motor vehicle record check as required;
  3. Education check if the position requires a specified degree, if one has never been completed on the candidate, and the hiring authority indicates a need for the education check (this check is at the hiring department’s expense);
  4. Financial history check if the position requires the distribution of student loans and a financial history check was not performed in the preceding 12 months.

A break in service of an individual’s employment, contract, or other relationship with the University of 12 months or less does not necessitate a new background check unless the individual returns to an assignment requiring a check(s) which was not performed within the preceding 12 months (e.g., the position requires driving and a motor vehicle record check was not previously run). Sabbatical leave, parental leave, military leave, and other types of university-approved leave, do not constitute a break in service.

Persons offered an associate position or a volunteer opportunity are required to have a criminal history background check and sex offender registry check when the individual is new to the University and the position meets one or more of the following conditions:

  1. Interacts with students or minors;
  2. Conducts on-campus research;
  3. Has unsupervised access to residence halls or secure facilities;
  4. Has access to controlled substances, select agents or other sensitive research materials/information;
  5. Has access to animals;
  6. Has access to sensitive information; or
  7. Motor Vehicle Record check as required.

Exemptions From the Background Check Policy

Deans, Vice Presidents, the Provost, and Vice Provosts have the option to waive the background check requirement for non-student, temporary, hourly employees who 

  1. will be working off-campus for the duration of their employment; 
  2. will be employed by CSU for no more than nine months in one calendar year; and 
  3. will not work in a position with sensitive conditions.

This does not apply to ALL Non-Student Hourly Candidates. Only those who meet all three of the above conditions. 

Student hourly and work-study candidates and employees are not subject to pre-employment background checks unless one or more of the following sensitive conditions apply or if duties include driving as part of the position: 

  1. The student will work with vulnerable populations (i.e., minors or animals);
  2. The student will have access to or work with controlled substances, select agents, or other sensitive research materials/information;
  3. The student will have unsupervised access to residence halls or other secure facilities or will have access to master keys;
  4. The student will have access to sensitive information (i.e., personally identifiable information such as social security number, financial account number, student identification number, home address, passport number, computer account/password and information that is protected by applicable laws such as HIPAA, FERPA, or GLBA);
  5. The student will have cash handling responsibilities; or
  6. The student will be required to have a valid driver’s license and to drive a motor vehicle as a regular part of the position or required to use a state-owned vehicle for the purpose of conducting University business.

Minors age 17 and under are not subject to pre-employment background checks at the time of hire.

If an international candidate or employee has lived in the United States longer than six months, a criminal history check and restricted party screening will be completed. 

If an international candidate or employee has NOT lived in the United States longer than six months, only the restricted party screening will be completed.

Associates are not subject to pre-employment background checks unless one or more of the following sensitive conditions apply or if duties include driving as part of the position: 

  • The associate will work with vulnerable populations (i.e. minors or animals);
  • The associate will conduct on-campus research;
  • The associate will have access to or work with controlled substances, select agents or other sensitive research materials/information;
  • The associate will have unsupervised access to residence halls or other secure facilities or will have access to master keys;
  • The associate will have access to Sensitive Information (i.e. personally identifiable information such as social security number, financial account number, student identification number, home address, passport number, computer account/password and information that is protected by applicable privacy laws such as HIPAA, FERPA, or GLBA);
  • The Associate will be required to have a valid driver’s license and to drive a motor vehicle as a regular part of the position or required to use a state-owned vehicle for the purpose of conducting University business.

Self Reporting Requirement

All employees, associates, and volunteers are required to notify HR upon final conviction of a felony or a misdemeanor in any jurisdiction. HR will notify the employee’s department of the conviction only if HR determines that the conviction is reasonably related to the employee’s ability to carry out the duties or functions of their position. Such convictions may subject the employee to discipline, up to and including termination, and/or additional background checks and rechecks at periodic intervals. Failure to report such incidents may result in disciplinary action up to and including termination.

Employees subject to motor vehicle checks must report any suspension, revocation, cancellation, or expiration of their driver’s license to HR. If the occurrence is the subject of a legal or administrative proceeding, and the employee has the legal right to continue to work and to operate a motor vehicle while the action or proceeding is pending, then the report shall be made upon final disposition of the action or proceeding. Such convictions may subject the employee to discipline, up to and including termination, and/or more frequent motor vehicle checks. Failure to report such incidents may result in disciplinary action up to and including termination.

  • Any employees, associates, or volunteers who self-report a drug and/or alcohol conviction and who are required to drive for their position will be immediately removed from any driving responsibilities.
  • Hiring Authorities or Supervisors notified by an employee of a post-employment criminal conviction, suspension or revocation of their driver’s license, have an obligation to report the information to HR.

Background Check Discrepancies

If information is revealed in a report resulting from a background check that could potentially result in an adverse employment decision, Human Resources (HR) will take the following steps: 

  1. Pre-Adverse Action Notice: HR will notify the candidate or employee that negative information was revealed during the background check process which may impact the employment decision and will provide a copy of the supporting report to the candidate or employee along with a copy of “A Summary of Your Rights Under the Fair Credit Reporting Act.” The candidate or employee will be provided no less than five days to challenge the information provided in the report and take steps to correct inaccuracies or provide explanation.
  2. Decision Stay: A final employment decision shall not be made until the candidate’s or employee’s new information has been considered or such time that the candidate or employee fails to respond as required.
  3. Adverse Action Notice: If, after considering any candidate or employee response, HR determines that the negative information revealed results in an adverse employment decision, a second written notification will be sent to the candidate or employee. This notice shall include the following: 
    • The name, address, and phone number of the vendor Consumer Report Agency (CRA) that supplied the report; 
    • A statement that the CRA supplying the report did not make the decision to take the adverse action and cannot give specific reasons for it; and 
    • A notice of the individual’s right to dispute the accuracy or completeness of any information the CRA furnished, and their right to an additional free consumer report upon request within 60 days and to dispute with the CRA the accuracy or completeness of any information in the consumer report.

Frequently Asked Questions

Background checks are required for: New hire employees/volunteers, existing employees that are either adding sensitive conditions or driving, foreign nationals that have lived in the US for more than 6 months previously, and student workers who meet any of the sensitive conditions of employment.

Background checks are not required for: Re-hired employees with less than 12 months in break in service, minors, existing employees moving to a new position without any changes in sensitive conditions, and foreign national candidates with less than 6 months of US residency. NOTE: Restricted Party Screenings must still be performed on foreign national candidates.

There are many factors that affect how long the background check will take. It is recommended that you submit the background check request a minimum of two weeks before the candidates start date.

No. The background check must be completed and approved before the candidate can begin working or volunteering.

HireRight invitations will typically be sent to the candidate within 24 hours of the department’s request. If the candidate has not received the email, have them double check their spam folder as well as verify the candidate’s email address with them. If the email address is correct, and the email was not routed to the candidate’s spam folder, please contact the records unit to request a re-send.

Authorized department oracle users are now able to view the status of their candidate’s background check within the CSU Background Check oracle form. You can see when the application was submitted to HireRight by the records unit, as well as it if was approved, needs the candidate to respond, or if the background check was not approved. If you want to check the status of a background check in TMS, please email the background check department.

If your candidate does not have an email address for the background check, please refer to the Hard-copy Submission Procedure.

The University will cover the cost of the background check excluding education verification checks. Education Verification’s will be be billed to the department that is requesting it at $18 per education verification.