Background Checks Table of Contents:
Application of Policy | Purpose | Statement of General Policy | Definitions | Policy Provisions | Responsibilities | Sanctions for Violation | Appeals | Related University Policies and Laws | Office responsible for policy | Effective Date

See also:

Consult the campus Human Resources
office for specific
procedures.

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Application of Policy

This policy applies to all Staff and Hourly employees of Indiana University.

A. Purpose

It is important that the University's academic and research missions are supported by qualified employees, with a safe and secure environment for all University constituents, including students, visitors and employees. It is also important that Indiana University take meaningful actions to protect its funds, property and other assets.

This policy is intended to support the verification of credentials, criminal history, credit status and other information related to employment decisions that assist the University in meeting its commitments.

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B. Statement of General Policy

It is the policy of Indiana University that all new Staff and specified new Hourly employees have certain credentials and criminal and other background information verified as a condition of employment.

It is the policy of Indiana University that specified current Staff employees with fiscal management responsibility have their criminal and other background information verified as a condition of continued employment.

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C. Definitions

Credit history check means checking the credit history of the selected applicant or employee. (Federal laws prohibit discrimination against an applicant or employee as a result of bankruptcy.)

Criminal history check means verifying that the selected applicant or employee does not have any undisclosed criminal history in every jurisdiction where the applicant or employee currently or has resided.

Educational verification means ensuring that the selected applicant or employee possesses all educational credentials beyond high school listed on the application, resume or cover letter or otherwise cited by the candidate that qualify the individual for the position sought.

Employee is defined as any person employed by Indiana University, whether full- or part-time.

Employment verification means ensuring that the selected applicant or employee actually worked in the positions listed on the application, resume, or cover letter or otherwise cited by the candidate that qualify the individual for the position sought, as well as all employment during a period of at least seven (7) years immediately preceding application at Indiana University. This verification should include dates of employment and reasons for leaving each position.

License verification means ensuring that the selected applicant or employee possesses all the licenses listed on the application, resume or cover letter or otherwise cited by the candidate that qualify the individual for the position sought and verification of any license required for the position, including verification of the disposition of such licenses. This includes any motor vehicle drivers licenses required for the associated position.

Limited criminal history check means verifying that the selected applicant or employee does not have any undisclosed criminal history in the jurisdiction where the applicant or employee currently resides, or where the applicant or employee last resided, if the applicant or employee only recently moved to a location near the University.

Limited sex and violent offender registry check means verifying that the selected applicant or employee does not have undisclosed convictions of certain sex and violent crimes in the jurisdiction where the applicant or employee currently resides, or where the applicant or employee last resided, if the applicant or employee only recently moved to a location near the University.

Sex and violent offender registry check means verifying that the selected applicant or employee does not have undisclosed convictions of certain sex and violent crimes in every jurisdiction where the applicant or employee currently or has resided.

Tax payment check means verifying that the selected applicant or employee is current in payment of Indiana state taxes.

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D. Policy Provisions

New Staff Employees

All new Staff employees shall have the following background checks completed as a condition of employment with Indiana University. For each of the background checks identified in this paragraph, the human resources office at each campus will determine whether it or the hiring department will perform the background check.

Employment verification - to be completed by the hiring department or campus human resources office

Educational verification - to be completed by the hiring department or campus human resources office

License verification - to be completed by the hiring department or campus human resources office; except for a required motor vehicle drivers license, which is to be initiated by the hiring department or campus human resources office and completed by Risk Management

Criminal history check - to be initiated by the hiring department or campus human resources office, with final completion by the campus human resources office

Sex and violent offender registry check - to be initiated by the hiring department or campus human resources office, with final completion by the campus human resources office

Foreign nationals who have been offered employment into appointed Staff positions will be subject to the following provisions:

The verification of education that the candidate has cited that qualifies the individual for the position.

The verification of employment that the candidate has cited that qualifies the individual for the position.

A criminal history check covering time in the United States if the period of time that the individual has worked in the United States exceeds one year.

A criminal history check in the individual’s prior countries of residence only if the individual’s visa and/or authorization to work in the United States was issued before implementation of the Patriot Act on October 24, 2001. The university will not require that a criminal history check be conducted in the individual’s prior countries of residence if the visa or authorization to work was issued or renewed under the provisions of the Patriot Act.

All new Staff employees who will be performing any of the following