University Human Resources
Background Check Procedure for Volunteers and Students in Programs Involving Children (PIC)
Note: These are the procedures for conducting background checks for volunteers and students in Programs Involving Children. For the procedures used for Academic, Staff, and Temporary employees contact the appropriate campus Human Resources or Academic Affairs office.
Programs must ensure that all Faculty and Academic Staff, Staff, Students, Volunteers, or other personnel who will work with children have been subject to a criminal background check and sex offender registry check within the last five years. Background and sex offender registry checks must be repeated at least every five years thereafter. The background check and sex offender registry check are included in the IU Standard package. Individual programs or units may require more frequent updates.
Indiana University programs must use HireRight, the university-designated vendor to complete background checks. For programs that do not fall under the definition of “program” for purposes of the policy, e.g. student teaching with an external entity for credit, other vendors may be designated by the external entity.
- The volunteer or student must complete a Background Check Consent Statement, which gives Indiana University the explicit written consent of the candidate to conduct a criminal background check. (Background Check Consent Form PDF)
- The department must receive a paper copy of the selected person's signed and dated Background Check Consent Statement prior to conducting the criminal history and sex and violent offender registry checks. A faxed or photocopied form is acceptable. Departments are to maintain the completed Background Check Consent Statement.
- After the department has received the signed consent form, the department can obtain the selected volunteer’s or student’s social security number and date of birth.
- The private information may be collected in person, over the telephone, or in writing from the selected volunteer or student.
- Due to security concerns, this private information is not to be sent electronically.
- If using the “Email applicant information to log on and complete background forms” option in HireRight the volunteer or student will enter in their private information themselves.
- The request for a criminal background check is entered on the HireRight website by the department's authorized person.
III. Select a HireRight Account based on the Person’s University Category
The person’s IU category and the reason for the background check determines which HireRight account should be selected to submit the request. See the chart below:
Staff and Temporary (including Student)
Campus Staff and Temporary background check account
Faculty, Academic Staff, and Student
Contact campus academic office
Volunteer and Student (does not include an Academic or Temporary employee)
- To become an authorized HireRight User of the Volunteer account, University Human Resources (UHR) needs the following information for the department's authorized person:
- First and last name
- Position title
- Campus phone number
- Campus fax number
- E-mail address
- Campus address
- Dept. code (i.e. BL-BUS, UA-HUMM)
Authorization for access must come from a member of management within the department.
For the procedures to become an authorized HireRight User of other accounts contact the appropriate campus Human Resources or Academic Affairs office.
- UHRS will notify the department's authorized user after the HireRight set up for the Volunteer account is complete. The authorized user will receive an email from HireRight with an initial assigned password.
- Once the record is set up, the authorized user can log in to the HireRight system.
- Go to www.hireright.com
- Click on "Login"
- In the Company ID field, enter "IU11" (case sensitive) for the Volunteer account.
- In the User Name field, enter your IU email address (case sensitive)
- In the Password field, enter your HireRight temporary password (case sensitive)
- Click on "Login"
- Once you have successfully logged in to the HireRight system for the first time, the system will require you to create a new password
For the procedures for Academic, Staff, and Temporary employees contact the appropriate campus Human Resources or Academic Affairs office.
- Detailed instructions for requesting a background check are on the HireRight site. Once logged in, the steps are:
- Click on "New Order"
- Select: "IU Standard Check"
- Select “Complete background forms myself” or “Email applicant information to log on and complete background forms”.
- NOTE: By selecting “Email applicant information to log on and complete background forms” the volunteer or student will enter in their personal information themselves. This does not require the authorized HireRight user to verify the information.
- If completing the background forms myself is selected. Type in the applicant’s name, address, contact phone number, email address (if known), social security number, date of birth
- Type in the IU Reference number using the format described in section VII
- Select a position type from the "Please select the position Category" drop down menu (Volunteer or Student)
- Click on "Next"
- If completing the background forms myself is selected check the “Not Applicable” box for the Education 1 section and then click on “Next”
- If completing the background forms myself is selected check the “Not Applicable” box for the Employer 1 section and then click on “Next”
- If completing the background forms myself. A summary of the information entered will appear for review (Note: It is important to confirm the correct information has been entered before proceeding to step 11. Failure to verify the information could lead to additional charges, complications in the billing process, and incomplete or false results.)
- Click the box indicating you have read and complied with the legal requirements for requesting a background check
- You can access the requirements through a link at the bottom of the Summary Input page
- You only have to read the summary for the first check submitted
- Click "Complete"
- Upon completion of the background check, HireRight will inform the University of the results.
- If there are no court records, an email will be sent to the person who submitted the request stating the candidate "Meets Company Standards." The department can then proceed with finalizing the volunteer or student position.
- If a court record has been found, an email will be sent to the office of Public Safety informing them that the status is "Pending." The office of Public Safety will take the following steps:
- If the court record is a conviction, the University Director of Public Safety or his designee will adjudicate the volunteer according to specific adjudication guidelines based on I.C. 11-8-8-5.
- If the University Director of Public Safety determines that a conviction is disqualifying, the office of Public Safety will send a letter to the volunteer informing him or her of the results of the background check, along with a copy of the background check report and a statement of his or her rights under the Fair Credit Reporting Act (FCRA).
- The office of Public Safety will discuss the conviction with the department. The volunteer will have five days to respond to the report before his or her status is changed to “Does Not Meet Company Standards,” however the volunteer will not be allowed to participate pending the final adjudication and status change.
- If the eligibility to participate in Programs Involving Children is revoked, the office of Public Safety office will inform the volunteer of this decision either by letter through the U.S. Postal Service or via email. The letter will state (a) the eligibility to participate in the program has been withdrawn, (b) the report from HireRight may have influenced the decision, and (c) to contact HireRight if the candidate wishes to dispute the contents of the report.
- If the eligibility to participate is revoked, the University Director of Public Safety office will change the candidate's status from "Pending" to "Does Not Meet Company Standards" on the HireRight website.
- Note: The contents of all letters are prescribed by the FCRA.
- Social security trace
- If the social security trace could not be completed due to a lack of credit information, an email will be sent to the department's authorized person stating, "No Data Found."
- The department should contact the volunteer or student to verify the number and, if there was an error, resubmit the request. The department will be charged for a second background check request.
- If the social security trace cannot be completed because the volunteer or student has not yet established any type of credit history the background check is based on the address provided by the volunteer or student. The office of Public Safety will contact the requester and confirm the last four digits of the SSN entered. Acceptable methods for verification include the requester viewing the volunteer’s SSN card, a copy of the card, a letter from the Social Security Administration stating the SSN, or in the case of IU students and personnel, verification through a university database.
- If the volunteer or student has a credit block with the credit bureau which prevents the SSN trace from being completed this will be stated in the background check report and the department must ask the candidate to remove the credit block temporarily so that the SSN trace can be completed. The department must resubmit the background check once the credit block has been removed. The department will be charged for a second background check request.
- The office of Public Safety will change the volunteer or student’s status from "Pending" to "Meets Company Standards" on the HireRight website if the SSN is verified.
- The office of Public Safety will change the candidate's status from "Pending" to "Does Not Meet Company Standards" in the HireRight website if the SSN cannot be verified.
- This number is assigned to each background check request and is critical for the office of Public Safety to use in submitting “Pending” cases to the correct department, and for UHRS to use in billing for the background check request.
- The IU Reference number will consist of the following elements, each separated by a dash:
- The two-character VL designation for volunteers or students.
- The two-character campus designation: For example BL for the Bloomington campus and EA for the East campus. Note: UA and BA are not used.
- The two- to four-character designation in HRMS for the department in which the position is located. These codes can be viewed in the IUIE or accessed through the FDRS (Financial Data Retrieval System).
- The seven-digit account number to which the request is to be billed. If there is a subaccount, it should follow the account number after a single space.
- Examples of the IU Reference Number
- Each month, HireRight will submit a bill to UHRS for the previous month's requests. The bill will contain the name of each individual for whom a check has been performed and the cost of that check. UHRS will sort the requests by university account number and charge the appropriate accounts.