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Background Check Process and FAQ’s
What is the process for requesting a background check?
1. Complete the Background Request Form (UM 1691) that is available on the CLA HR Intranet:
 The Request Form is prefilled with the OHR contact name and cost center.
(Entity 446d / Dept ID 10930)
 The Request Form is prefilled with selecting the “Standard” Package” background check. You may
wish to add others per guidance below.
 Enter your name and contact info (left side of form). You may find it helpful to re-save after entering
your info so it is fewer text fields to complete going forward.
 Enter the candidate name, email address, the corresponding job opening id number, position title, and
job code (right side of form).
 Answer the international living question.
 NOTE: You must ask the candidate if they have lived outside the US during the past 7 years and
answer this “Yes” or “No” before a background check can be processed.
 Safety of Minors (SOM) compliance - check "yes" if the background check is a result of the SOM policy,
processed every three years. The employee will receive an email that includes specific language
related to this policy.
 Commercial Driver's License (CDL) - check "yes" if the position requires a CDL. We will need to initiate
a drug screening.
 Please complete all of the fields on the form prior to submission in order to not delay the processing
time.
2. Email the Request Form to MaryAnn Sanchez at: jobcentr@umn.edu *preferred
OR Fax the Request Form with attention to MaryAnn Sanchez at OHR: 612-626-7911.
3. The Background Check system (GIS) will email an eLink to the candidate requesting them to input their data.
The finalist has five days to access the eLink and complete entry of their personal information. GIS sends a
reminder on the third day.
4. MaryAnn (OHR) will notify you directly upon receiving background check results.
5. If there is any concern regarding background check results, OHR will notify CLA HR and we will work with you to
determine proper resolution. CLA HR will conduct individualized assessments of background checks and
credentials verification results. CLA HR will take into consideration important factors such as the nature and
severity, time frame, and job relevancy of any criminal convictions. To be clear: “Unsuccessful completion” of a
background check does NOT necessarily mean that a person will be prohibited from employment.
*A very big THANK YOU from CLA HR to you for completing and routing the Request Form*
Please Note: Background check contingency language with instructions has been added to offer letter templates
found in the UMN Template Letter Library (LR, CS, Temp/Casual) and on the CLA HR Intranet (P&A).
http://www1.umn.edu/ohr/toolkit/letters/index.html
http://cla.umn.edu/intranet/hr/OfferLetterTemplates.html
CLA HR: Updated October 2015
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Background Check FAQ’s
1. Who does the policy apply to?
Staff and Faculty positions with an offer or extension letter dated on or after August 1, 2013.
This includes ALL:
 Temporary & Casual (job code 0001 and 0007)
 Labor Represented
 Civil Service
 Professional & Academic (non-instructional)
 Professional & Academic (instructional)
 Faculty
Additionally, “individuals, including non-employees, being engaged by the University encompassing work with
minors must complete a background check” (per the policy).
2. Who does the policy NOT apply to?
UNLESS they ARE interacting directly with minors (please see #3 below for more guidance), the following
positions do NOT require a background check:
 Undergraduate Student Employees
 Graduate Student Employees
 Graduate Fellows (job code 9561 & 9566)
 Volunteer positions
 WOS appointments
Additionally, the following do NOT require a background check:
 Current / continuing staff positions (already working at the U). The policy’s focus is to do
background checks going forward.
 External vendors do NOT require a background check. (This includes hires through staffing firms
that typically do their own check for us.)

** To be clear, grad fellows, undergraduate, and graduate students, which include Research Assistants (RAs) and
Teaching Assistants (TAs) – do NOT require a background check. They will ONLY require a background check if
they have direct interaction with minors. **
3. Can you provide some guidance on what is meant by "interacting with" minors:
Minors are age 17 or younger.
Direct interaction would include:
 A volunteer who is working in a research lab and having direct, or unsupervised, interaction with
minors.
 A student who is directly teaching a minor as an essential job function (i.e. a graduate student
providing direct instruction to high school students.
Direct interaction would NOT include:
 Situations that “may have” post secondary students.
 Graduate students teaching in classrooms.
 Students monitoring computer labs, helping with rental space access.
CLA HR: Updated October 2015
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If you are uncertain whether a certain event or situation would require a background check, please contact CLA
HR for specific guidance. We realize there are details that may need discussion for best assessment of applying
the new policy. OHR is also currently working on more clearly defining “interacting with minors” in alignment with
the Board of Regents: Safety of Minors policy (adopted June 14, 2013).
4. Will CLA HR continue to cover the cost of background checks? How much will each background check
cost?
Yes, CLA HR’s funding DEPT ID info is included on the pre-filled Background Request Form. Units will not be
charged. The cost is $24.50.
5. On the Background Check Request Form, what type of check do we select (for example - "Standard
Package")?
Yes, the standard package is always required. Senior and other High-Level positions must add the academic
package.
The motor vehicle check should be added for positions where driving is part of the essential job functions.
An education check (degree verification) can be added, however, CLA HR encourages units to verify degrees by
other (more economical) means first.
6. How much lead-time will be required for conducting background checks, especially when it’s a large
group of individuals?
The candidate has 5 calendar days to access the GIS system and input their data. The background check
results typically take 24-48 hours, depending on how many counties/states the candidate has lived in over the
past 7 years.
Sending a large batch of requests may take a few more days due to data entry time.
International background checks will take more time because they must be entered by Job Center Employment
Reps. Each country has different policies, forms, and information that is required. OHR currently has some in
process and cannot yet estimate time frame for completion.
7. Do we need to mention in our requisitions that a background check will be required?
No. CLA HR will answer “Yes” to the “Does this position require a background check?” question in the
requisition. (This question is not in the Hiring Authority view in the PeopleAdmin employment system.) This
question/answer field is externally viewable by applicants. CLA HR encourages hiring managers to mention the
background check requirement at the finalist stage in the interview process. This makes finalists aware again of
the required background check and proactively helps in discussing any concerns.
Additionally, all non-student requisition templates in the Employment System now include the following language
in the “Applications Instructions” text field:
"Any offer of employment is contingent upon the successful completion of a background check. Our presumption
is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify
finalists from employment."
CLA HR: Updated October 2015
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8. Does this policy apply to long-term P&A Z-term employees (Lecturers and Teaching Specialists)? And
will they need to complete a background check every time they are re-hired?
Background checks are good for 12 months from date of completion. If a rehire is within the 12 month period,
then a new check would not be required. Therefore, returning B and Z terms would typically fall within this 12month window of time and NOT require recurring background checks. Please consult with CLA HR upon
specific occurrences that have a gap in CLA-specific employment.
9. What is the specific background check contingency language and instructions for offer letters?
Please Note that the background check contingency language with instructions has been added to offer letter
templates found in the UMN Template Letter Library (LR, CS, Temp/Casual) and on the CLA HR Intranet (P&A).
Intersections (for Z-term Instructional appointments) should have the updated info in the letter soon.
The language that must be included in offer letters is as follows:
“This offer is contingent on your ability to demonstrate authorization to work in the United States at the University
of Minnesota, and verification of your highest applicable degree by the start date of this appointment. This offer
is also contingent upon the successful completion of a background check. You will receive an email from the
University’s background check vendor, General Information Services, Inc. (GIS) that will include the link to enter
your personal information and authorization for the check. Please enter your information as soon as possible
upon receipt of the eLink from GIS.”
10. Should we wait to determine the employee's start date until the background check is finished?
The question pertaining to whether or not a new hire can start employment prior to background check results
being received is currently being researched. Please stay tuned for more updates.
Resources:
Administrative Policy: Background Checks and Verifications
(Includes link to UMN Board of Regents Policy: Safety of Minors)
http://policy.umn.edu/Policies/hr/Hiring/BACKGROUNDVERIFICATION.html
Senior and Other High Level Leaders (appendix to the above policy)
http://policy.umn.edu/Policies/hr/Hiring/BACKGROUNDVERIFICATION_APPA.html
UMN Template Letter Library
http://www1.umn.edu/ohr/toolkit/letters/index.html
CLA HR Intranet Offer Letter Templates:
http://cla.umn.edu/intranet/hr/OfferLetterTemplates.html
CLA HR: Updated October 2015