Overview

After a final candidate for employment accepts an offer of employment for a position that is designated as critical or security-sensitive, OSU will initiate a background check. Such offers are contingent upon satisfactory results from a background check.

Background checks must be completed before the first day of work. Any exceptions to this practice must be approved by Human Resources.

Final candidates for high-level administrative positions are also subject to a Sexual Misconduct Reference Check. Visit the Sexual Misconduct Reference Check page for more information.

If you have any questions or concerns about the background check requirement and would like to speak to an OSU representative privately, please contact employee.relations@oregonstate.edu with your question or to schedule a time to talk via phone or video call.

Confidentiality

The university is committed to protecting the integrity and confidentiality of information gathered during the process. Background check details are not shared with hiring 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, the hiring unit is only notified the candidate is ineligible for employment in that position.

Important Note

Act on any OSU and vendor invitation emails as soon as possible. Delays may impact when you can begin working. If you do not receive these emails within three (3) business days of accepting the contingent offer of employment, please reach out to the hiring supervisor/hiring unit contact.

What to Expect

  1. After you accept a contingent offer of employment, you will receive an email with a link to OSU’s background check authorization and release form. The email's subject line will be Criminal History Check Authorization for [Your Name].

  2. Shortly after you complete the authorization and release form, you will receive an evite and instructions from our vendor CastleBranch. If you do not receive or can't find the evite in your inbox, please check your spam/junk folder.

  3. If the position requires driving, you will also receive instructions to request your official/certified driving history. An overview of how to request your driving history is located in the Motor Vehicle History Checks section on the FAQs page.

  4. If your background check returns results that require additional review, you may be contacted by Human Resources. More information is available on the Background Check home page in the Review of Background Check Results and Employment / Service Eligibility Determination section

A visual representation of the process is available at this link.

Background checks typically take a few days to complete, which is impacted by how long you have lived and worked in the State of Oregon. After you complete the vendor's steps, the background check process typically takes:

  • Three to five (3-5) business days if you have consistently resided and worked in Oregon for seven or more years.

  • Five to ten (5-10) business days if you have resided and worked in Oregon for less than seven years.

The time periods provided above are estimations. There are various factors that may impact the length of time that a background check takes to be processed, including if your background check has additional requirements and if there are factors outside of our vendor's control. See the General section on the FAQs page for more information.

If your background check returns satisfactory results, Human Resources will notify the hiring unit that the process is complete.

If your background check returns results that require additional review and are relevant to employment at OSU, you will receive outreach from the Hiring and Service Risk Assessment Committee (HSRAC) with instructions for the next steps. An individualized assessment review process will be completed by the HSRAC, which includes developing a recommendation. A final decision will be made by the designated Employee and Labor Relations lead. If it is determined that you are ineligible for a specific position, Human Resources will let you know the decision via email. Such decisions can be appealed, and instructions for how to appeal will be in the email.

Additional information about this process is available in the Review of Background Check Results and Employment / Service Eligibility Determination section on the Background Check home page.

A previous conviction does not automatically prevent an individual from being employed by OSU. "Satisfactory results" may include a history of conviction(s), which would have gone through the HSRAC individualized assessment review process and resulted in a determination that the conviction(s) did not disqualify an individual for the specific position.

You will receive additional information and documents for the hiring process. The information and documents are typically sent within one to two (1-2) weeks of your start date, given that your background check process is complete. These will be sent to you via email through the system DocuSign. Delays in your background check may impact your start date and the timing of receiving the new hire information and documents.

OSU Information and Support for Candidates

  • OSU's background check authorization and release form is called Criminal History Check Release Authorization Form

  • The authorization form is sent via email from dse_na2@docusign.net

  • Contact for questions and concerns: CHCEmployment@oregonstate.edu

Vendor Information and Support for Candidates

Additional Information

Please visit the Motor Vehicle History Check page for more information.

Please visit the Sexual Misconduct Reference Check page for more information.

If you are required to register as a sex offender or are already registered as one, please visit the Registered Sex Offender page for more information.

Employees convicted of a crime and/or major traffic offense after their hire date are required to notify Human Resources. Visit the Current Employees page and Self-Report Requirement section of the FAQs page for more information.

Please visit the General and Candidates sections of the frequently asked questions (FAQs) page.