Background Check FAQs

The university is committed to supporting a safe learning, living and working environment for our students, employees, volunteers, and communities, especially in areas that are considered critical or security-sensitive. Because of this, Oregon State University has determined that it is in the best interest of the OSU community, stakeholders, and the university as a whole to continue the background check program.

• All individuals that are offered a position with critical or security-sensitive access (both new and current OSU employees).

• All individuals that are offered an opportunity to volunteer and will serve in a volunteer capacity with critical or security-sensitive access (both new and current volunteers).

• Current employees and volunteers when their responsibilities change in a way that requires a new background check.

• A recheck every two years for employees and volunteers that are assigned youth program duties.

• All new or current OSU employees who accept a high-level administrator position.

• All individuals that accept an offer of employment or an opportunity to volunteer at OSU are checked against the National Sex Offender Public Website (NSOPW).

A background check will not be conducted for individuals with a non-employee and non-volunteer status (e.g. courtesy, emeritus, affiliate, graduate fellow, postdoctoral fellow), contractors, or individuals employed by another organization or institution unless they are subject to one by state, federal, OSU regulation, or under the terms of a contract.

No. If required by the applicable contract, these individuals are expected to have satisfactorily completed a background check by their employer prior to being allowed to work on an OSU project, at an OSU facility, or on an OSU property. It is the responsibility of the contractor or agency to conduct background checks for their employees before sending a worker to an OSU facility or property.

Employment and volunteer opportunities that do not have critical or security-sensitive access or driving responsibilities, require checking names of finalists against the:

• National Sex Offender Public Website (NSOPW)

Employment and volunteer opportunities that have critical or security-sensitive access are subject to the following:

Individual has resided and worked in Oregon for seven or more years

• Social Security Alert
• Residency History
• Statewide Criminal Record (Oregon)
• National Record Indicator with Nationwide Sex Offender Index

Individual has NOT resided and worked in Oregon for seven or more years

• Social Security Alert
• Residency History
• National Record Indicator with Nationwide Sex Offender Index
• County Criminal Search

All background checks are conducted in compliance with the Fair Credit Reporting Act (FCRA).

An additional sexual misconduct reference check is part of the background check for final candidates for high-level administrator positions.

Definitions for the background check elements are available in the General section on the FAQs for more information.

Social Security Alert

• Reports any names that are associated with a particular social security number.

Residency History

• Provides a detailed account of an applicant's prior addresses, and establishes a road map of where to search for an applicant's criminal history.

Statewide Criminal Record

• Accesses a state maintained repository of criminal records that typically includes records from every county courthouse in a state.

National Record Indicator with Sex Offender Index

• A database compiled of criminal records for 44 states and the District of Columbia, and includes sexual offense convictions throughout the US.

OSU reviews the most recent seven (7) years but may consider relevant findings that occurred greater than seven years ago as part of assessing an individual’s entire history.

• Verification of employment history
• Verification of education
• Verification of licenses, certifications, or other credentials
• Reference checking

These remain the responsibility of the unit.

No, a credit check is not typically included in the background check. However, a small number of administrative positions with specific position responsibilities may require a credit history check. Under ORS 659A.320, a credit history check may only be conducted in the following instances:

• Federally insured banks or credit unions;
• Employers who are required by law to use credit history for employment purposes;
• Applicants for public safety officers who enforce criminal laws or laws related to airport security;
• Applicants for positions where credit history is “substantially job-related” – provided the reasons for checking credit history are disclosed in writing.

A credit history check requirement must be approved by University Human Resources before the recruitment is posted. The requirement must be included in the job posting and advertisements.

A credit check may not be conducted on a volunteer, candidate, or employee who does not meet the criteria for a credit check.

OSU’s background check process generally does not require fingerprints, but fingerprints may be required as part of the background check for specific positions, such as law enforcement and public safety professionals, and individuals with access to Criminal Justice Information Services (CJIS) information/systems or background check information.

Final candidates for Law Enforcement Professional positions will be subject to a medical examination, a psychological evaluation, a drug screening, and an inclusive appraisal of work history.

Final candidates for positions that require access to Criminal Justice Information Services (CJIS) information and/or systems or access to background check information are required to satisfactorily complete a fingerprint-based background check.

Final Candidates for Employment

The background check will be initiated after an individual accepts a contingent offer of employment and completes OSU’s Criminal History Check Release Authorization Form. The individual must then provide authorization directly to OSU’s background check vendor. No background check will be conducted until the background check vendor receives consent and authorization from the individual.

Volunteers

The background check will be initiated once the volunteer completes OSU’s Criminal History Check Release Authorization Form to Human Resources, which is initiated by the volunteer service unit. The volunteer must then provide authorization directly to OSU’s background check vendor. No background check will be conducted until the background check vendor receives consent and authorization from the volunteer.

The individual can start work/volunteer service as soon as the unit is notified by Human Resources of a satisfactory background check AND all additional hiring processes have been initiated and/or completed, as applicable.

Typically, the process can be completed in three to five (3-5) business days after an individual provides consent to OSU’s background check vendor. However, the length of the process is influenced by several factors, such as, but not limited to:

• The number of states and counties in which the individual has resided.
• If the individual has changed or modified their name (e.g. marriage, divorce, transition, etc.).
• If the individual has a very common name such as Mary Smith or Robert Johnson.

Human Resources will notify the unit once the background check process is complete. Hiring units are responsible for notifying individuals when their background check was satisfactory.

Human Resources may reach out to the individual if the background check vendor provides a conviction history report and Human Resources needs additional information to conduct the position/background check finding intersection review.

If an individual does not provide consent and authorization to OSU and the background check vendor, no background check will be conducted.

However, since OSU positions and volunteer opportunities that are designated as critical or security-sensitive are contingent upon the successful completion of a background check, if the individual decides they do not want to provide consent for the background check the individual, in effect, declines the opportunity.

Background check reports will not be accessible by hiring/volunteer service units or other units that do not have a business need to know, and are kept confidential.

Background check information will only be shared with those university employees with a demonstrated and legitimate business  need to know the information. Final decisions are made by the designated Employee and Labor Relations lead or other designee as identified by the Chief Human Resources Officer.

For more information, please visit the Background Check and review the Review of Background Check Results and Employment Eligibility Determination section.

The designated Employee and Labor Relations lead makes the final decision, based on the recommendation of the Hiring and Service Risk Assessment Committee (HSRAC), and will consult with appropriate OSU officials as needed. 

Decision appeals will be adjudicated by the Associate Vice President and Chief Human Resources Officer.

Background check findings are NOT an automatic bar to employment or volunteer service. OSU uses an individualized assessment process to consider the background check findings as they relate to the position/volunteer opportunity being sought to determine if the individual is eligible for service in that capacity.

Not necessarily. Eligibility for a position or volunteer service is based on an individualized assessment conducted for each opportunity for which an individual is considered. The relationship between the background check findings and the position/volunteer service responsibilities can vary for different opportunities.

The longevity of a background check varies.  Background checks conducted at the time of hire remain valid with continued employment at OSU in that position. For employees, a new background may be required if an employee is promoted, rehired, transferred, reinstated, or other significant changes are made to a position. For volunteers, a new background check may be required if a volunteer's responsibilities are altered. 

In alignment with University Policy 07-040 Protection of Minors, employees and volunteers whose position duties or volunteer services are connected to programs or activities involving minors may be required to participate in a background check every two years.

No, the Protection of Minors policy is a separate policy that requires initial background checks and rechecks every two years for all individuals who engage in programs or activities involving minors.

OSU considers an individual’s entire background check history for the review timeframe. Because of this, OSU generally will not determine an individual ineligible for a position/volunteer service based on individual background check findings alone.   

That being said, background check findings that may require additional review include, but are not limited to:

• Felony
• Misdemeanor
• Military crime
• International crime

Individuals with background check findings are never automatically ineligible for employment or volunteer service at Oregon State University.

There are 8 different types of responsibilities/accesses that require a background check:

Detailed responsibility examples include, but are not limited to:

• Interaction with populations that are comprised primarily of minors (persons under 18 years or age) or otherwise vulnerable individuals

• Assigned youth program responsibilities

• Duties that require entry into housing and dining facilities, such as residence halls, dormitory rooms, cabins, cottages, motel rooms, barracks, tents, gymnasiums, etc.

• Duties that require possession of or access to master keys that grant access to housing and dining facilities

• Performs IT functions or duties that:

  • Provide access to system security

  • Creates or modifies user accounts/records, or resets user passwords

  • Grants or revokes system access

  • Maintains electronic mail access

  • Enables local area network connections

  • Access to restricted or secured data system tables or programs

  • Maintains database and system security

  • Serves as or performs the functions of a system administrator for all types of computerized or digital systems

• Access to confidential or personal information, the disclosure of which is prohibited by state or federal laws, rules or regulations, and/or other information that is defined as confidential under state or federal laws, rules or regulations, such as:

  • Investigation into discrimination and other employee complaints

  • Preparation of equal employment opportunity and the Americans with Disabilities Act reports

  • Accesses to Law Enforcement Data System (LEDS) or Criminal Justice Information Services (CJIS) systems and background check information

  • Access to confidential employee, faculty, staff, or student data or files

  • Access to medical records, medical billing information, or medical treatment plans

  • Operates and maintains printing equipment that produces employee pay statements and tax forms

  • Collects and transports confidential materials for confidential disposal or destruction

  • Access to or the ability to distribute confidential information about Youth Programs participants

• Duties involving procurement, storage, issuance, maintenance, inventory control, mixing, dispensing, or use of hazardous materials or drugs, and/or packaging, labeling, or shipping chemicals, hazardous materials, or other items controlled by State or Federal laws.  

• Access to restricted areas in which activities and projects are conducted involving diseases or substances that could compromise the health and safety of the campus or public. These are typically laboratories or campus facilities that are only accessed by individuals assigned or approved to be in that location. Examples of such facilities are those that are designated as biosafety level (BSL) 2 and above.

• Starts up, operates, shuts down, and conducts maintenance and surveillance checks on a nuclear reactor, utility facilities, or power generating facilities

• Serves as the final authority for fiscal, financial aid, payroll, or purchasing signature/approval decisions

• Compiles payroll data such as writs and garnishments, accrued leave, and payroll deductions

• Payroll processing

• Access that would make it possible to take actions that directly impact pay or financial aid for individuals

• Reviews credit applications or establishes lines of credit

• Reviews or processes financial aid applications or information

• Receives money, operates a cash register or maintains a cash box, or processes credit card purchases

• Performs technical procedures, under specific conditions, as required for research on various live, large and small research animals (vertebrates)

• Feeds, cares for, observes, and/or transports a variety of live, large, and small animals (vertebrates) that are:

  • Owned by OSU for laboratory research

  • In the custody of OSU, at a university facility, such as the veterinary teaching hospital or a university farm, or a university-sponsored event, such as those for youth clubs or at teaching events

  • In the custody of OSU, at an isolation facility that accommodates research, teaching, and diagnostic projects working with infectious and noninfectious animal diseases

A program serving a vulnerable population includes, but is not limited to, academic programs and camps that involve working or assisting in childcare facilities, activities involving animals, programs serving minors and at-risk adults, overnight activities involving other individuals, and university-owned or affiliated housing facilities. Individuals with responsibilities that give them access to minors require a background re-check every two (2) years.

A critical or security-sensitive designation is made using criteria described in University Policy: 05-010 Comprehensive Background Checks and in consultation with the hiring supervisor/unit.

Critical or security-sensitive designated positions have duties that include at least one of the following access types:

• Access to protected, confidential or non-public data
• Stewardship of public funds
• Access to minors (persons under 18 years of age)
• Access to student residence halls
• Access to vulnerable populations inclusive of individuals or animals
• Responsibilities to provide sensitive services to members of the university community
• Access to laboratories, nuclear facilities or utility plants to which access is restricted in order to protect the health or safety of the public
• Access to property where chemicals, hazardous materials and other items controlled by state or federal laws or regulations are located
• Other duties as identified by the Chief Human Resources Officer or their designee as requiring a criminal records check

University Human Resources will cover the expense of the criminal history check. More information on costs and billing can be found on the For Hiring Units page. Human Resources can answer questions about the process and fees. Please reach out to [email protected]..

Yes, Oregon State University works with Sterling for background check services. More information about the company is available on the vendor’s website.

Typically no.

A temporary, short-term exception may be possible for positions that only require a motor vehicle history check. Units requesting the temporary, short-term exception must contact Human Resources at [email protected] to initiate the request.

No work or service may begin until a contingent exception is made or an individual is cleared to work/begin service.

Yes! Please visit the Self-Report Requirement section of the frequently asked questions (FAQs) page.

Current OSU employees have access to the university’s employee assistance program Lyra Health, which may have resources and services to support an individual’s specific circumstances.

Current and prospective OSU employees and volunteers located in Oregon and Southwest Washington are encouraged to access services locally available to them, which can be found by dialing “211” or calling 866-698-6155. Information is also available on the 211info website.

Local services across US states and territories can also be located by visiting the U.S. Department of Health & Human Services at hhs.gov.

For process questions, please reach out to [email protected].

For all other questions, please reach out to [email protected].

Generally, responsibilities that require driving on local, county, state, or federally controlled roadways (“subject roadways”) requires a motor vehicle history check. 

An example of responsibilities that may be subject to an MVHC includes routinely driving an OSU or personal vehicle between two OSU work sites on subject roadways and/or transporting materials or persons on subject roadways as part of routine OSU duties in an OSU or personal vehicle.

An example of responsibilities that may not be subject to an MVHC includes regular commuting, occasionally driving an OSU or personal vehicle to pick up supplies.

The operation of vehicles that do not require a license to operate on subject roadways (as defined above) does not require an MVHC but is subject to related OSU policies and state/federal regulations. 

Examples of these vehicles may include, but are not limited to:

• Golf carts
• Snowmobiles
• Four-wheelers/quads
• Three-wheelers
• Side-by-sides
• Dirt bikes or unlicensed motorcycles and motor trikes
• Farm, forestry, construction, and/or ranching equipment, including but not limited to: tractors, combines, dozers, swathers/windrowers, spray vehicles, loaders, backhoes, self-propelled forage harvesters, graders, excavators, scrapers
• Other utility vehicles (e.g. John Deere Gator, Kubota RTV) 

Please see University Policy: 07-026 Vehicle Use for University Business, University Standard: 07-025 Vehicle Use and Parking on University Property and inquire with Insurance and Risk Management Services and Environmental Health and Safety to understand what additional policies and/or regulations would apply to the operation of these types of vehicles on behalf of OSU.

If you have questions about vehicles that are not addressed above, please reach out to [email protected].

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

No. In accordance with University Policy 05-030 Motor Vehicle History Checks, Oregon State University only requires checks for those in service to the university in opportunities which have driving as an essential function.

All opportunities requiring a motor vehicle history check will contain a notification statement within the posting or position description designating the position as having driving as an essential function. Position descriptions are subject to change and may have a driving requirement added if driving becomes an essential function.

Yes. Unless otherwise noted, drivers must be over 18 years of age to drive on behalf of the university.

No. A motor vehicle history check is intended to verify that the subject individual meets minimum driver standards as identified in University Policy 05-030 and has not forfeited bail or been convicted for any of the following, or reasonably similar, unacceptable driving violations, as certified by the motor vehicle history check.

Oregon Certified Court Print driving histories cost $3. Other states vary. To find out more, applicants should contact the state who issued their driver license.

Every state is different; some states provide certified results electronically the same day and other states require a written request before providing a driving history. The applicant should check their issuing state for more information.

The Oregon DMV will fax Certified Court Print driving histories the following business day when applicants walk into an office and request it in person. Otherwise, Oregon license holders may download a driving history form, mail it in and receive the results in seven to ten (7-10) days.

No. Your potential start date is dependent on the results being processed. All appropriate hiring paperwork must be completed BEFORE the employee is placed into service. Please contact your hiring supervisor/unit for additional information.

The Recruitment team, Onboarding team and the supervisor listed on the posting receive a notification from Employment Services once the process is complete. Notifications will either indicate the motor vehicle history check results are satisfactory or the applicant does not meet the minimum qualifications of the position. Applicants who do not meet the minimum driving standards will be provided written notice by the university either by electronic or certified mail.

Yes. A motor vehicle history check may be required of an individual currently serving as an employee or volunteer if they seek appointment to a new position that is designated as having driving as an essential function. Every position with driving as an essential function requires University Human Resources to review the individual's most recent 36 months of driving history and certify that it meets the minimum driving standards.

Yes, a motor vehicle history check will be required if the position requires driving a motor vehicle as an essential function.  Please see these questions above for additional information:

• Is every OSU applicant required to complete a motor vehicle history check?
• How do I know if a position requires a motor vehicle history check?

Yes, if the intern is in a position with driving as an essential function and the intern will be providing services on behalf of the university, they will need a motor vehicle history check.

Yes. All university employees and volunteers holding positions designated as having driving as an essential function are required to notify University Human Resources if they no longer meet the minimum driving standards as identified in University Policy 05-030 while serving in these positions. Please visit the Current Employees, Volunteers, and Self-Report Requirement sections of the frequently asked questions (FAQs) page.

Applicants need to provide driving histories from each state they have been licensed in for the previous 36 months; for some applicants, that means multiple states.

Background check findings are NOT an automatic bar to employment. OSU uses an individualized assessment process to consider the conviction history as it relates to employment and the position being sought to determine if a candidate is eligible for employment in that position.

Not necessarily. Employment eligibility is based on an individualized assessment for every position in which you are the selected candidate. The relationship between the conviction history and the position responsibilities can vary for different positions.

After accepting the contingent offer of employment, you will receive a release form from OSU which will be sent from [email protected].

Shortly after you complete the OSU release form, you will receive an email from Sterling (OSU’s background check vendor). This email provides you with a link to the vendor’s secure, online authorization system. The email will be sent from [email protected]. This is NOT spam. You must follow the instructions in the email to start the background check process. If you do not find this Evite, please check your spam/junk folder. 

Please act quickly on both of these forms. Not doing so may cause delays in the background check process, and subsequent steps in the hiring process.

Your full legal name and date of birth must be exact when conducting a background check. An official government-issued photo ID provides name and date of birth verification and a visual comparison of the candidate.

If you do not provide consent and authorization to OSU and OSU’s background check vendor, no background check will be conducted.

However, since the offer of employment is contingent upon the successful completion of the background check, if you decide you do not want to provide consent for the background check you, in effect, decline the contingent offer of employment.

As quickly as possible. Any delays in responding to the Sterling evite may impact the time it takes to complete your background check.

Please note: There will be no additional steps taken in the hiring process until the background check is complete.

The link is valid until you complete the steps outlined in the evite. Please respond promptly as the turnaround time for receiving the results can be negatively impacted if you do not.

Sterling is contractually obligated to meet all legal requirements for the protection of personally identifiable information. Please refer to the Sterling Privacy Policy for more information. 

You need to provide consent even though you do not yet have a Social Security Number. Sterling provides instructions for individuals who do not have a Social Security Number.

Please obtain your official/certified driving history from the DMV in the state that issued your driver’s license. The history must be for the past 36 months (three years). 

Oregon license holders will request a Certified Court Print.

Most DMV offices will fax directly to OSU if you request they do so. Faxes should be sent to 541-737-7771, Attn: Background Check.

Mail hard copies to: 

This information is obtained at the cost of the individual. Please act on this as soon as possible. Delay in doing so may cause your background check process to take longer.

No, University Human Resources is responsible for fees associated with conducting background checks, except in cases where an individual is required to obtain their motor vehicle history.

HR will share the background check information (e.g. conviction reports from the background check vendor, driving history, results from sexual misconduct check, etc.) with the members of the Hiring and Service Risk Assessment Committee (HSRAC). In special circumstances, information may need to be shared with other University personnel who have a business need to know.

The information will not be accessible to hiring units or other units that do not have a business need to know.

In instances where a former conviction is deemed to not have a direct connection to the work to be performed, then Human Resources will not seek additional information and allow the unit to proceed with the hire. If, there is a need for further review of the matter, then Human Resources will reach out and ask for additional context to be considered when the individualized assessment is conducted.

Please see the Review of Background Check Results and Employment / Service Eligibility Determination section on the Background Check home page for additional information.

Yes. Results of the background check is available for review within the secure Sterling system. 

You can request an additional copy directly from the vendor by contacting Sterling at [email protected].

Human Resources will provide information on how to address inaccuracies in the next steps email.

No. Your potential start date is dependent on satisfactory results from the background check. All hiring processes must be completed BEFORE the employee is placed into service. Please contact your hiring supervisor/unit for additional information.

There will be an individualized assessment by the university’s Hiring and Service Risk Assessment Review Committee (HSRAC) to determine whether it is appropriate to disqualify an individual for an opportunity based on background check findings.

For more information, please visit the Background Check home page and review the Review of Background Check Results and Employment / Service Eligibility Determination section.

The designated Employee and Labor Relations lead makes the final decision, based on the recommendation of the Hiring and Service Risk Assessment Committee (HSRAC), and will consult with appropriate OSU officials as needed. 

Decision appeals will be adjudicated by the Associate Vice President and Chief Human Resources Officer.

No, background check records will not be stored in employees’ personnel files or the university’s electronic application system, PeopleAdmin. Although background check records are publicly accessible documents, documents related to background checks will be separated from personnel files to minimize the possible negative impacts on an employee’s work environment.

HR is responsible for all records related to background checks. All background check history information is retained centrally with HR, securely, and separately from personnel files. Only HR staff with background check process responsibilities will have access to the records. Records are maintained per University’s Records Retention Policy.

Interns that meet the definition of "subject individual" will be required to complete a background check prior to employment/service.

If you do not find this Evite, please check your spam/junk folder. If it's not in your spam/junk folder, please email [email protected].

Please email [email protected].

Final Candidates

HR will initiate the background check upon receipt of the candidate’s fully signed offer letter.  

For hires not processed through the Online Recruitment and Position Descriptions system (PeopleAdmin), once a final candidate has been identified and they have accepted a contingent offer of employment, complete the Criminal History Check Release Authorization Form to begin the background check process. Please attach a copy of the position description or description of work to the Criminal History Check Release Authorization Form before submitting. By providing this information, Human Resources can determine what types of background check(s) must be conducted.

Volunteers

Once the volunteer agrees to a volunteer opportunity, complete the appropriate Criminal History Check Release Authorization form to begin the background check process. Please attach a copy of the description of the work to the Criminal History Check Release Authorization Form before submitting. By providing this information, Human Resources can determine what types of background check(s) need to be conducted.

Please allow a minimum of three to five (3-5) business days from the time the individual responds to the e-mail invitation from the background check vendor. It is usually best to allow at least 2 weeks for the background check when deciding upon a start date for a position/volunteer opportunity.

Reminder: No work or service may begin until an individual is cleared to work at / begin service to OSU.

First, make sure they are aware that OSU's form will come from an email address associated with DocuSign and the second authorization email will come from an address associated with Sterling, OSU’s background check vendor (candidate may have disregarded them as junk or they may have automatically gone to a candidate’s junk or spam folder).

Second, verify that the individual’s email address was correctly noted on the OSU Criminal History Check Release Authorization form.

If, at this point, the individual still has not received the email authorization, contact [email protected] to request that a new email be sent to the individual.

Good question! Here are a few suggestions:

• Notify the individual that they will receive two emails, which will prompt them to complete the background check authorization forms online. This may be helpful to the individual in keeping an eye out for them. This should be done when a contingent opportunity is extended to the individual, including mentioning that the opportunity is contingent on a satisfactory background check.

• Inform the  individual that one email will come from [email protected] and the other will come from [email protected]. By letting the individual know that these are legitimate emails and not spam/phishing scams, much confusion is eliminated and the subject individual can respond quickly.

• Remind the individual that a background check must be completed satisfactorily BEFORE they can begin work/service for OSU. It may be helpful for you to discuss an anticipated start date, but wait to finalize an official start date until the background check has been completed.

• When submitting the background check form, please make sure all necessary information is included and is accurate. Double-check to make sure the name of the individual and e-mail are spelled correctly.

Sterling is contractually obligated to meet all legal requirements for the protection of personally identifiable information. Refer to the Sterling Privacy Policy for more information. 

You may contact the HR Recruitment team at [email protected].

No. Background checks are generally only initiated upon acceptance of a contingent offer of employment by a final candidate (new to OSU or a current OSU employee accepting a new position). 

Background checks are generally only reinitiated for existing employees when they accept a contingent offer of employment for a new position, or their responsibilities evolve in a way that necessitates a recheck and a background check has not been performed in the last two years.

For current volunteers, this applies when there are changes in volunteer service responsibilities that necessitate a new background check.

Examples

Example 1: An individual was initially hired at OSU as a receptionist in January 2022. They applied to an accounting position recruitment and were selected as the final candidate in February 2023 (within the 2-year timeframe). The receptionist position and accounting position both only have payroll processing access. The original background check from 2022 may be used to determine eligibility for the accounting position in 2023.

Example 2: An individual was initially hired at OSU as a groundskeeper in January 2019. They applied to a maintenance manager recruitment and were selected as the final candidate in June 2022 (within the 2-year timeframe). The groundskeeper position only has access to hazardous materials, and the maintenance manager position has payroll processing and purchasing accesses, in addition to access to hazardous materials. As the positions have different accesses, a new background check will be required even though it's been less than 2 years since the original background check.

Reference checking and related activities are separate and distinct from the background check process. They should be conducted before an opportunity is extended to an individual, and are activities managed by the hiring unit as part of the recruitment process.

A background check may be required of an individual currently serving as an employee if they seek an appointment to a new position at OSU, if their responsibilities evolve in a way that requires a check, or if the university receives a report of a conviction, judgment, or other relevant information that should have been reported to Human Resources. A non-fingerprint-based background check will be conducted every two years following the date of hire, initial service date, or assignment of youth program duties, or more frequently for those engaged in youth programs under University Policy: 07-040 Protection of Minors.

All OSU employees are required to notify Employee and Labor Relations in University Human Resources if they are convicted of a crime and/or major motor vehicle violation as identified in University Policy 05-030 while employed by OSU.

The background check requirement applies to current OSU employees that are hired into a new position that is designated as critical or security-sensitive, or are required to complete a background check for expanded position duties effective on or after January 1, 2023.

Please see the General FAQ 23. What types of responsibilities are subject to a background check?  

Visit the Self-Report Requirement section for additional information.

A conviction history is NOT an automatic bar to volunteer service. OSU uses an individualized assessment process to consider the conviction history as they relate to the volunteer opportunity being sought to determine if the individual is eligible to volunteer for OSU.

Not necessarily. Eligibility for volunteer service is based on an individualized assessment for every opportunity for which you are being considered. The relationship between the background check history and the volunteer opportunity can vary for different volunteer opportunities.

After acknowledging your interest and ability to volunteer to the volunteer service coordinator, you will receive a release form from OSU which will be sent from [email protected]. 

Shortly after you complete the OSU release form, you will receive an email from Sterling. The email provides you with a link to their secure, online authorization system. The email will be sent from [email protected]. This is NOT spam. You must follow the instructions in the email to start the background check process.

Please act quickly on both of these forms. Not doing so may cause delays in the background check process, and subsequent steps in the process to place you into volunteer service.

Your full legal name and date of birth must be exact when conducting a background check. An official government-issued photo ID provides name and date of birth verification and a visual comparison of the candidate.

If you do not provide consent and authorization to OSU and the background check vendor, no background check will be conducted.

If you decide you do not want to provide consent for the background check, you cannot be placed into volunteer service for OSU.

As quickly as possible. Any delays in responding to the Sterling evite may impact the time it takes to complete your background check.

Please note: There will be no additional steps taken in the processes to place you into volunteer service until the background check is complete.

The link is valid until you complete the steps outlined in the evite. Please respond promptly as the turnaround time for receiving the results can be negatively impacted if you do not.

Sterling is contractually obligated to meet all legal requirements for the protection of personally identifiable information. Refer to the Sterling Privacy Policy for more information.

Please obtain your official/certified driving history from the DMV in the state that issued your driver’s license. The history must be for the past 36 months (three years). 

Oregon license holders will request a Certified Court Print.

Most DMV offices will fax directly to OSU if you request they do so. Faxes should be sent to 541-737-7771, Attn: Employment.

Mail hard copies to: 

This information is obtained at the cost of the individual. Please act on this as soon as possible. Delay in doing so may cause your background check process to take longer.

No, University Human Resources is responsible for fees associated with conducting background checks, except in cases where an individual is required to obtain their motor vehicle history.

Yes. If the background check vendor provides a conviction history report to the university, Human Resources will reach out to you with the next steps and additional information.

You have the right to request an additional copy directly from the vendor by contacting Sterling at [email protected].

Human Resources will provide information on how to address inaccuracies in the next steps email.

HR will share the background check information (e.g. conviction reports from the background check vendor, driving history, results from sexual misconduct check, etc.) with the members of the Hiring and Service Risk Assessment Committee (HSRAC). In special circumstances, information may need to be shared with other University personnel who have a business need to know.

The information will not be accessible to hiring units or other units that do not have a business need to know.

In instances where a former conviction is deemed to not have a direct connection to the service to be performed, then Human Resources will not seek additional information and allow the unit to proceed with the volunteer onboarding. If there is a need for further review of the matter, then Human Resources will reach out and ask for additional context to be considered when the individualized assessment is conducted.

Please see the Review of Background Check Results and Employment / Service Eligibility Determination section on the Background Check home page for additional information.

No. The date you can begin volunteering is dependent on satisfactory results from the background check. All appropriate processes must be completed BEFORE volunteers are placed into service. Please contact your volunteer service coordinator for further information and assistance.

There will be an individualized assessment by the university’s Hiring and Service Risk Assessment Committee (HSRAC) that will consider the conviction/misconduct/motor vehicle history as it relates to the volunteer opportunity being sought to determine if an individual is eligible to volunteer in that opportunity.

For more information, please visit the Background Check home page and review the Review of Background Check Results and Employment Eligibility Determination section.

The designated Employee and Labor Relations lead makes the final decision, based on the recommendation of the Hiring and Service Risk Assessment Committee (HSRAC), and will consult with appropriate OSU officials as needed. 

Decision appeals will be adjudicated by the Associate Vice President and Chief Human Resources Officer.

Human Resources is responsible for all background check records, and retains all information is retained centrally in a secure manner. Only Human Resources staff with background check process responsibilities will have access to the records. Records are kept per university’s Records Retention Policy.

The university is responsible for ensuring individuals continue to meet the minimum requirements for the terms and conditions of their affiliation with OSU. As such, individuals are required to notify Human Resources if they are convicted of a crime/major traffic violation.

Failure to report relevant convictions may result in disciplinary action, up to and including termination/separation from service to OSU. 

If the university receives a report of a relevant conviction, a new background check may be required to confirm the report.

Contact Employee and Labor Relations at [email protected] for more information or to self-report a conviction.

All OSU employees and volunteers are required to self-report any convictions that occur after their employment/volunteer service begins.

Further, all employees/volunteers with driving responsibilities must self-disclose any major traffic violations that occur after their employment/volunteer services begins, as defined in the General section. These must be reported to Employee and Labor Relations in HR at [email protected].

The employee/volunteer must self-report conviction(s)/major motor vehicle offense(s) within five (5) business days. Unit authorities or administrators  must also report the same to Employee and Labor Relations for further investigation.

Self-reported convictions must be sent to:

No. An individualized assessment will be conducted to verify that you are qualified to perform the responsibilities of the position/volunteer opportunity. The results from that assessment will inform the next steps.

For more information, please visit Background Check page and review the Review of Background Check Results and Employment / Service Eligibility Determination section.

Yes, once employed/placed into volunteer service, the self-report component applies to new employees and new volunteers.

Any conviction and/or major traffic violations that occurred before January 1, 2023 were subject to the policy active at that time.

Effective January 1, 2023, any conviction and/or major traffic violation must be self-reported by all employees and volunteers.

In general, no, OSU does not provide support to employees for remedial programs, such as diversion. But OSU’s employee assistance program, Lyra Health, may have resources and services to support an individual’s specific circumstances.

See the General section of additional information.

Job postings on OSU’s job page will include a notice as part of HR’s standard process to generate a job posting.

Final candidates will be notified again at the time a contingent verbal offer is made by the hiring authority, and it will be included in their written offer letter.

Sexual misconduct includes conduct that would violate university policies and procedures, including University Policy: 05-001 Sexual Misconduct and Discrimination, as they may be modified from time to time; and conduct that violates a current or former employer’s policies concerning sexual misconduct, sexual harassment, or the equivalent.

This check is required for final candidates for high-level administrator positions and PAC instructors. More information about positions that are required to complete this check is available on the Sexual Misconduct Reference Check page.

Once a candidate accepts a contingent offer of employment, Human Resources submits an email, with the following information to [email protected]:

• Candidate’s name
• Candidate’s email
• Position for which candidate is being considered
• Hiring unit

Candidates will be contacted via email with instructions and a link to OSU’s release and authorization form. Once completed, Human Resources will reach out to current/former employers.

If an individual does not provide consent and authorization to OSU, the sexual misconduct reference check will not be conducted.

However, since the offer of employment is contingent upon satisfactory results from a sexual misconduct reference check, if an individual decides they do not want to provide consent for it, they effectively decline the contingent offer of employment.

As quickly as possible. Candidates will get reminder emails from DocuSign daily for ten (10) days.

Please note: There will be no additional steps taken in the hiring process until the sexual misconduct reference check, and any other required background check components, are complete.

Ten (10) years.

No. Your potential start date is dependent on satisfactory results from all elements of your background check. Additionally, all appropriate hiring processes must be completed BEFORE you can be placed into service. Please contact your hiring unit/contact for further information and assistance.

Designated staff within Human Resources will share the findings with the Hiring and Service Risk Assessment Committee (HSRAC). The reports will not be accessible to hiring units or other units that do not have a business need to know and are kept confidential.

For more information, please visit the Background Check home page and review the Review of Background Check Results and Employment / Service Eligibility Determination section.

If the results include substantiated findings of sexual misconduct, the candidate will be provided notice and the next steps via email.

For more information, please visit the Background Check home page and review the Review of Background Check Results and Employment Eligibility Determination section.

Not necessarily. Eligibility for employment is based on an individualized assessment for every position in which an individual is a final candidate. The relationship between the history and the position responsibilities can vary for different positions.

No, background check records will not be stored in employees’ personnel files or the university’s electronic application system, PeopleAdmin. Although background check records are publicly accessible documents, documents related to background checks will be separated from personnel files to minimize the possible negative impacts on an employee’s work environment.

Human Resources is responsible for all records related to background checks, and retains all background check history information centrally and securely, separate from personnel files. Only Human Resources staff with background check process responsibilities will have access to the records. Records are kept per State of Oregon retention guidelines.

OSU uses an individualized assessment process to consider the individual’s history and current situation as it relates to the position/volunteer opportunity being sought to determine if the individual is eligible for service in that capacity.

For more information, please visit the Review of Background Check Results and Employment / Service Eligibility Determination section on the Background Check home page.

No. An individualized assessment will be conducted to verify that the individual can continue performing the responsibilities of the position/volunteer opportunity. The results from that assessment will inform the next steps.

For more information, please visit the Review of Background Check Results and Employment / Service Eligibility Determination section on the Background Check home page.

Employees and Volunteers

The designated Employee and Labor Relations lead makes the final decision, based on the HSRAC recommendation(s), and will consult with appropriate OSU officials as needed. 

Decision appeals will be adjudicated by the Associate Vice President and Chief Human Resources Officer.

Student and Graduate assistant Employees

The designated Employee and Labor Relations lead, and will also consult with the Vice Provost for Student Affairs and other OSU officials as needed, to make a final decision.

Information about the process is located in the Review of Background Check Results and Employment / Service Eligibility Determination section on the Background Check home page.

The review process typically takes three to five (3-5) business days. This period is an estimation. Various factors may impact the length of time that the review process takes.

No. Your potential start date is dependent on the completion of the HSRAC process. All appropriate processes must be completed BEFORE you can begin work/service for OSU. Please reach out to the hiring/volunteer service unit for further information and assistance.

OSU reviews back to the initial point that an individual was required to register as a sex offender.

Possibly. If it is determined a new background check is required, you will receive notice and be provided with instructions via email.

OSU is responsible for paying for the new background check.

All employees, please visit the Self-Report Requirement section of the (FAQs).

Student and graduate employees, please also visit the Office of the Dean of Students website and the Admission and Attendance of Students with Criminal Histories policy.

The information will be shared with the members of the Hiring and Service Risk Assessment Committee (HSRAC). The information will not be accessible to hiring/volunteer service units or other units that do not have a business need to know. In special circumstances, information may need to be shared with other University personnel who have a business need to know.

OSU uses an individualized assessment process to consider an individual's history as it relates to employment and the position OR volunteer opportunity being sought to determine if an individual is eligible for an opportunity.

For more information, please visit the Background Check home page and review the Review of Background Check Results and Employment /Service Eligibility Determination section.

Yes, Human Resources will provide a copy of the conviction report to you, and notify you of the deadline by which you must provide any additional information you would like the Hiring and Service Risk Assessment Committee (HSRAC) to consider when conducting the individualized assessment. 

Please see the Review of Background Check Results and Employment / Service Eligibility Determination section on the Background Check home page for additional information.

No, registered sex offender status information and related Hiring and Service Risk Assessment Committee (HSRAC) process documentation will not be stored in an individual’s personnel file. Documents related to the individual’s status will be separated from these files to minimize the possible negative impacts on the individual’s work/service environment.

Human Resources is responsible for all records related to registered sex offenders employed by or volunteering with OSU. All information and records are retained centrally and securely with Human Resources, securely, separate from personnel files. Only Human Resources staff with background check responsibilities will have access to the records. Records are kept per University’s Records Retention Policy.

Please reach out to Employee and Labor Relations at [email protected].

Additional information and resources may be available from the Oregon State Police website on the Offender Information page.

Information about the changes of the background check program is available on the Background Check Program Updates page.

The Office of Faculty Affairs and University Human Resources led the process to make updates to the program.

The Office of Youth Safety, Intercollegiate Athletics, the Department of Public Safety, and OSU experts on the background check process served on a committee to provide ideas, feedback, and subject matter expertise.

The Provost, Vice President of Finance and Administration, the Office of Audit, Risk and Compliance, the Office of the General Counsel, the University Policy and Standards Specialist, and the Office of Institutional Diversity provided feedback and guidance in their areas of expertise. 

Please provide feedback for the OSU Background Check Program by taking a survey. The survey is anonymous.

Yes, it is anticipated there will be additional updates and enhancements made to the background check program based on regular evaluations, to ensure the program is efficient and effective. The information gained from those evaluations will inform future updates.

Yes! Please submit ideas through our background check program survey. The survey is anonymous.

For your reference, some potential enhancement ideas for the future already include:

• Explore the possibility to offer forms and resources in additional languages and formats than what is already available.
• Explore opportunities to regularly solicit feedback from the OSU community on background check processes.
• Explore the need for and possibility of conducting background checks on all new hires and all new volunteers.
• Explore the possibility of centralized funding for background checks.
• Explore the need for and possibility of conducting an internal background check on high-level award/distinction committees (e.g. University Distinguished Professor).
• Explore and review any existing program/facility-level policies that require additional background checking.
• Consider implementing a registered sex offender “self-disclosure” expectation for employees upon hire (similar to the student self-disclosure process).
• Develop process flow/matrix to guide the decision-making process for the self-disclosure process.