0300 Recruitment and Selection
Policy Number: 
Tuesday, September 30, 2014

Human Resources Manual

Policies, Guidelines and Reference Material: 
Statutory Authority: 

Related Forms and Policy Documents

  1. Motor Vehicle History Check Submission Instructions
  2. Background Checks Policy for Employment and Service
  3. OSU Standards 576-056-0000
  4. FAQ’s
  5. OSU’s Motor Pool Website
  6. Criminal History Check Information


Michele Spaulding
phone: 541.737.2645

Ed Austin
phone: 541.737.4157

Office of Human Resources
Oregon State University
122 Kerr Administration Building
Corvallis, OR  97331
fax: 541.737.7771

Oregon State University is committed to protecting the security, safety, and health of faculty, staff, students and the public, as well as safeguarding the assets and resources of the University.  To meet these objectives, the University has adopted  new Oregon Administrative rules, OSU Standards 576-055-0000 to 0160 and 576-056-0000 to 0130, and announce the University’s Criminal History Checks Policy for Employment and Service.  

The university will conduct background checks as a condition for providing service as an employee or volunteer in a critical or security-sensitive position.  All categories of unclassified employees, classified employees, graduate assistants, student employees, volunteers and job applicants may be subject to this check.  All practices associated with criminal history checks are to be conducted in a manner that supports the University’s commitment to non-discrimination.

Critical or security-Sensitive designated positions are identified using criteria described in OSU Standards 576-055-0020 and in consultation with the hiring supervisor.  Duties containing the following access types: direct access to persons under 18 years of age or access to student residence facilities; access to and control over information technology systems; access to personally identifiable information, where disclosure is prohibited; access to property where hazardous materials are located; access to laboratories, nuclear facilities or utility plants where access is restricted to protect the health or safety of the public;  fiscal; financial aid, payroll or purchasing responsibilities as one of the employee’s primary responsibilities;  access to personal information such as social security numbers, dates of birth, driver license numbers, medical information, personal financial information or criminal background information; and, access to or responsibility for the care, safety and security of animals.  A criminal history check may be required of a person currently serving as an employee or volunteer if he or she seeks appointment to a position that is designated as a critical or security-sensitive position. 

Criminal History Checks may be fingerprint-based or non-fingerprint-based dependent on residency history of the applicant, access types of the critical or security-sensitive position, or the necessity to verify the identity of an applicant. 

The University has conducted criminal history checks under the existing Oregon University System’s rule.  With the adoption of Oregon State University’s new OAR, the following areas have been strengthened and more clearly defined: 

  • Defines “Youth Program” as activities and events specifically directed to children 17 years of age or younger.  Youth Programs include activities and events directed towards achieving goals of youth development, academic enrichment, recreation, or enrollment in postsecondary education.  Such activities and events may be conducted on- or off-campus by University faculty, staff and approved volunteers.
  • Allows for a non-fingerprint-based criminal history check to be conducted every two years following date of hire, initial service date, or position assignment for an employee or volunteer providing service in a University-sponsored Youth Program.
  • Requiring all employees and volunteers whose position descriptions have been designated as critical or security sensitive to notify the Assistant Vice President or Associate Director of the Office of Human Resources if they are convicted of a crime relevant to determination of fitness to report relevant crimes and convictions.
  • Failure to report relevant crimes and convictions may result in disciplinary action, up to and including termination.  Such report allows the University to require a criminal history check to confirm the report. 

It is the intent of the Office of Human Resources to annually remind employees and volunteers whose position descriptions designated as critical or security sensitive of the requirement to report relevant convections.  All solicitations, application forms, and announcements for positions designated as critical or security-sensitive will include a statement notifying potential applicants of the intent to request consent to conduct a criminal history check and the fact that such consent will be required for employment or service consideration. 

If you have questions, or would like additional information please contact me at employment at