University Human Resources

Background check details are not shared with hiring units, volunteer units, or any other unit that does not have a business need to know. If it is determined an individual is ineligible for a position or volunteer opportunity, the unit is only notified that the individual is ineligible for that opportunity.

The background check scope and duration depend on the amount of time someone has resided and worked in the state of Oregon, as well as the opportunity for which they are being considered. Background checks typically take:

• Three to five (3-5) business days for individuals that have consistently resided and worked in Oregon for seven or more years.
• Five to ten (5-10) business days for individuals that have resided and worked in Oregon for less than seven years.

Some employment or volunteer opportunities may require one or more of the checks above, as well as additional background check steps. These requirements may increase the time needed to complete the background check.

More information about the types of background checks that OSU runs are available in the General section on the frequently asked questions (FAQs) page.

At OSU, a criminal record does not automatically disqualify individuals from employment or volunteer opportunities. OSU considers many factors in assessing an individual’s background and history. See the Review of Background Check Results and Employment / Service Eligibility Determination section below for more information.

Please reach out to employee.relations@oregonstate.edu with questions and concerns.

A background check may be required for current OSU employees and volunteers in the following situations:

• A current OSU employee voluntarily changes jobs at OSU.
• The responsibilities of a current OSU employee or volunteer expand in such a way that an updated background check is required.
• An updated background check is required by law or university policy.

Alternatively, a current OSU employee or volunteer that has satisfactorily completed an OSU background check as part of their current period of OSU employment or service may only be required to complete an attestation that they have had no convictions since their previous background check, and/or have completed the self-report process. This alternative is specific to a position or volunteer opportunity, AND the individual that is being considered for it. Only Human Resources can determine when this alternative is appropriate. The alternative may apply to the following type of situation:

• Current OSU employee or volunteer that accepts a new opportunity, that has the same critical or security-sensitive accesses as their current position/volunteer opportunity.

For more information, visit the Current Employees section and the Volunteers section on the frequently asked questions (FAQs) page.

Other legal or policy requirements may require OSU to run additional background checks. Employing units may run additional checks, but must coordinate them with Human Resources before conducting a recruitment or onboarding a new employee or volunteer. This ensures that additional background checks are included in the job posting, and efforts can be tracked and documented. Any background checks, standard or additional, must be mentioned in advertisements for opportunities and when making a contingent offer of employment (in both verbal and written offers). Positions that may require additional background checks include, but are not limited to:

• Positions in the OSU Police Department and OSU Assist program.
• Positions that work with or have access to law enforcement data systems, or have access to background check information.       
• High-level administrative positions.

Background checks for OSU employees that are located at a non-OSU controlled facility/location (e.g. the Oregon Health & Sciences University, federal buildings), excluding Extension, are the responsibility of the non-OSU entity. If the OSU employee does not satisfactorily complete the non-OSU entity’s background check, the OSU employing unit must reach out to their unit’s HR Strategic Partner to discuss options. Please do not take action until the matter is resolved.

For more information, visit the General section on the frequently asked questions (FAQs) page.

Oregon State University policy requires final candidates for high-level administrative positions to complete a sexual misconduct disclosure and release after the acceptance of a contingent offer of employment. Employment may be denied for any misrepresentation or omission in the information provided.

More information about this requirement is available on the Sexual Misconduct Reference Check page.

OSU employees and volunteers are required to self-report any convictions that occur after they join the OSU community in these capacities.

All OSU employees and volunteers, that are required to drive as part of their regular responsibilities, must self-disclose any post-employment/volunteer service driver’s license suspensions or revocations, major traffic offenses, careless driving convictions, more than three moving traffic violations, and/or Class A moving traffic infractions.

More information about this process is available in the Self-Report Requirement section of the frequently asked questions (FAQs) page.

Information about updates to OSU's background check program is available on the Background Check Program Updates page.

The frequently asked questions (FAQs) page is located at this link.

A conviction history or motor vehicle history does not automatically prevent an individual from being employed by or volunteering for OSU. Background check results are reviewed by the university’s Hiring and Service Risk Assessment Committee (HSRAC), which conducts an individualized assessment and determines if an individual poses risk to the safety and well-being of others.

Before a decision is made, the individual will be provided notice by the university via email and provided an opportunity to submit additional information to be considered in the individualized assessment process, including, but not limited to:

• Corrections to the record,

• A personal statement,

• Information about the conduct/conviction/offense,

• Letters of recommendation/reference (from prior employers, mentors, parole officers, counselors, etc.),

• Evidence of rehabilitative efforts, including but not limited to significant personal growth and learning, and

• Other information the individual feels is relevant for consideration.

Individuals can also choose to speak or meet individually with the Hearing Officer to provide information or get feedback on the kind of information they might wish to provide to the committee.

For more information, visit the Candidates section and the Volunteers section on the frequently asked questions (FAQs) page.

The Hiring and Service Risk Assessment Committee will review and consider information obtained from the background check, as well as any additional information and documentation submitted by the individual when conducting the individualized assessment. This process may include meeting with the individual.

This review includes, but is not limited to, an assessment of:

• The nature and seriousness of the underlying conviction/offense/conduct,

• The relatedness of the conviction/offense/conduct to the individual’s affiliation with OSU and the OSU environment(s) in which they will or do participate,

• The length of time that has elapsed since the conviction/offense/conduct,

• The individual’s complete employment and/or service history,

• Records of relevant educational and professional achievement,

• Satisfactory completion of imposed sanctions/remedial actions, as applicable, and

• Any other information that informs the university about the individual's ability to function reliably, lawfully, and safely as a member of the OSU community.

Only after this full assessment is completed does the university determine whether it is appropriate to disqualify an individual for an opportunity based on background check findings.

If an individual is determined to be ineligible for an opportunity, the final decision is communicated to the individual via email. In addition, the appropriate Human Resources team and supervisor/unit contact will be notified that the individual is ineligible for the opportunity.

The university's notice to the individual will also include a copy of the individual's background check findings and a summary of their rights under the Fair Credit Reporting Act (FCRA), as well as the appeal process.

The Hiring and Service Risk Assessment Committee will be comprised of representatives from relevant OSU units. 

Permanent Membership

• Designated Employee and Labor Relations lead

• Subject matter expert for the specific employee type (e.g. student, academic faculty, etc.)

• Hearing Officer

• Department of Public Safety

• Office of General Counsel

Ad Hoc Membership

• Office of Faculty Affairs

• Office of Student Affairs

• Office of the Dean of Students and/or the Office of Student Life

• College dean and/or division executive

• Office of the Provost

• OSU-Cascades Department of Public Safety (for OSU-Cascades affiliated individuals)