Background Check Process


Background Check Process

CLA Background Check Request Form

University Background Check Policy: https://policy.umn.edu/hr/backgroundverification

University Background Check Policy FAQ:  https://policy.umn.edu/hr/backgroundverification-faq

If you are uncertain whether a certain event or situation requires a background check, please contact CLA HR.


1.  Complete the Background Request Form (UM 1691) above: 

  • Form is prefilled with account string  (Entity 446d / Dept ID 10930).  CLA HR covers the cost of background checks.
  • Form is prefilled with selecting the “Standard” Package” background check. 
  • Enter your name and contact info. 
  • Enter the candidate name, email address, the corresponding job opening ID, position title, and job code
  • Answer the international living question. You must ask the candidate if they have lived outside the US during the past 7 years and answer this “Yes” or “No” before a background check can be processed.
  • Safety of Minors (SOM) compliance - check "yes" if the background check is a result of the SOM policy, processed every three years. The employee will receive an email that includes specific language related to this policy.
  • Commercial Driver's License (CDL) - check "yes" if the position requires a CDL. We will need to initiate a drug screening.

2.  Email the Request Form to: jobcentr@umn.edu  or fax the form to: 612-626-7911.

3.  The Background Check system (GIS) will email an eLink to the candidate requesting them to input their data.  The finalist has five days to access the eLink and complete entry of their personal information.  GIS sends a reminder on the third day.

4.  OHR will notify the hiring authority upon receiving background check results. 

5.  If there is any concern regarding background check results, OHR will notify CLA HR and we will work with you to determine proper resolution.  CLA HR will conduct individualized assessments of background checks and credentials verification results.  CLA HR will take into consideration important factors such as the nature and severity, time frame, and job relevancy of any criminal convictions.  To be clear: “Unsuccessful completion” of a background check does NOT necessarily mean that a person will be prohibited from employment.

Who does the policy apply to?

  • Individuals being offered employment in, or being transferred or reassigned to, non-student positions;
  • Individuals being assigned duties where checks are legally or contractually required
  • Paid and unpaid individuals interacting with or overseeing minors in program activities or recreational or residential facilities.

This includes:

  • Faculty
  • Retired faculty returning to work and who have not had a background check completed in the last 12 months
  • Labor Represented
  • Civil Service
  • Temporary & Casual (job code 0001 and 0007).  This includes student employees moving to a temporary or casual appointments.
  • Professional & Academic Staff
Note: Instructional Teaching Specialist and Lecturers-
Background checks are good for 12 months from date of completion. If a rehire is within the 12 month period, then a new check would not be required.  Therefore, returning lecturers and teaching specialists typically fall within this 12-month window of time and NOT require recurring background checks.  However, if someone last taught Spring Semester 2016 and are returning to teach fall semester 2017, a new background check is required. 

Who does the policy NOT apply to?

Unless they are interacting directly with minors the following positions do not require a background check unless legally or contractually required:

  • Undergraduate Student Employees
  • Graduate Student Employees
  • Graduate Fellows
  • Volunteer positions
  • WOS appointments
  • External vendors.  This includes hires through staffing firms that typically do their own check for us.
  • Temporary & casual employees in a secondary appointment performing the same work as their primary appointment

What is meant by "interacting with" minors:

Minors are age 17 or younger.  Direct interaction includes:

  • Volunteer working in a research lab and having direct, or unsupervised, interaction with minors.
  • Student directly teaching a minor as an essential job function (i.e. a graduate student providing direct instruction to high school students.)

Direct interaction does NOT include:

  • Interactions with post-secondary students.
  • Graduate students teaching in classrooms.
  • Students monitoring computer labs, helping with rental space access.    
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