Pre-employment background check – Quick Reference Guide

   Here is a link to submit a Pre-Employment Background Check Form.   

   For information regarding ISU’s background check policy, please click here.

    1. What is a Background Investigation?

A background investigation at ISU may include one or more of the following:

• • • Criminal conviction check
    • Education and credential verification
    • Employment history verification
    • Motor vehicle record check
    • Other relevant checks depending on position responsibilities

     2.  Who Must Have a Background Investigation?

A. All Standard Hires

All Final Candidates for classified, non-classified, and faculty positions automatically require
background checks as outlined in ISUPP 3170, unless one has been completed within the past
12 months. This will be done, as necessary, when HR approves an offer letter for a permanent
employee.
HR requires at least one week delay in a start date so the pre-employment background check
can be completed. Please be aware, if the candidate is not cleared to work by the start date,
the candidate will not be authorized to initiate work.

B. Temporary and Special Project Employees

Temporary or Special Project hires (including Temporary Staff, Adjunct Faculty, and Student
Employees) must be evaluated for background checks based on the nature of the work.
Supervisors must determine whether the position involves any of the following responsibilities
(see Section III.E.d of the policy):

               1. Supervision or Regular Contact with patients, vulnerable populations, minors (<18).

      2. Direct & Unsupervised Access to:

o Cash or financial instruments

o Personally Identifiable Information (PII) or confidential data

o University facilities (e.g., labs, housing) or master keys

       3. Operation of University vehicles on a regular basis.

       4. Access to controlled substances or hazardous materials without direct supervision.

       5. Access to sensitive or protected information, including non-directory student data, legal

files, intellectual property, emergency response materials, or utility systems.

If the position includes any of the above duties, a background investigation must be requested.

     3. How to Request the Background Check

Once a Final Candidate is selected:

1. Include the background investigation requirement in the contingent offer letter.

2. Provide the candidate with the required authorization form(s).

3. Have the candidate complete and return the forms.

4. Submit the form to HR to coordinate processing. 

HR requires at least one week delay in a start date so the pre-employment background check
can be completed. Please be aware, if the candidate is not cleared to work by the start date,
the candidate will not be authorized to initiate work.

    4. What if You’re Uncertain?

If a hiring manager is unsure whether a background investigation is required for a temporary
position:

• • Discuss with your management chain
  • Consult with Human Resources

This ensures due diligence and compliance.

     5. Candidate Rights

Candidates subject to background checks provided through consumer reporting agencies have
rights under the Fair Credit Reporting Act (FCRA) which must be respected in the hiring
process.

     Background Check Quick Reference Guide

Use this checklist after identifying a finalist.

Step 1: Identify the Employment Type

☐ Temporary or Special Project Staff
☐ Adjunct Faculty
☐ Student Employee

If yes to any above → continue to Step 2.

Step 2: Review Position Duties

A background check is required if the position includes any of the following:

☐ Supervision of or regular contact with minors, patients, or vulnerable populations

☐ Unsupervised access to cash, financial accounts, or purchasing authority

☐ Access to confidential, protected, or personally identifiable information (PII)

☐ Access to student education records beyond directory information

☐ Keys, master keys, or card access to restricted university facilities

☐ Operation of a university vehicle as part of job duties

☐ Access to controlled substances, hazardous materials, or utilities systems

☐ Independent access to residential facilities, labs, or secure environments

If any box is checked → Background check must be requested