Background Checks

The University of Oklahoma requires pre-employment and criminal background checks on all candidates when a conditional offer of employment is made, for faculty, staff, and temporary positions. For new hires, a conditional offer of employment is based on the candidate's successful completion of the background check.

Based on their roles, a background check may be required for student employees, volunteers, independent contractors, and current employees. Also, depending on the position, additional screening services may also be required. For full details, please review the Background Check policy.
 

Once a year for all individuals working with children under 18, before they begin working with this group as stated by the Minors on Campus Policy

Current faculty and staff who have a job or location change due to a transfer, promotion, or competitive search will be required to have a background check if:

• There is a significant change in their scope and responsibilities, as determined by the Office of Human Resources, or
• In the new role, they will be working in a safety or security-sensitive position, or
• A background check was not completed when they were last hired by OU.

Employee Disclosure:  If a current employee is convicted of a crime, they must notify their supervisor within seven (7) calendar days of their conviction. This information may result in the need to complete a subsequent background check and/or to place the employee on investigative or administrative leave. Failure to report timely convictions will be cause for disciplinary action, up to and including termination.
 

When a new employee or volunteer will be driving an OU vehicle or transporting individuals under 18 as part of their job. Reminder: students cannot transport children under age 18. 

National criminal and sex offender records and Department of Motor Vehicles records (when requested). 

The cost for standard background checks starts at $32.50 each, and HR will charge the fee to the department initiating the background check.

The cost of an international background check can range anywhere from $30 - $400. This price varies depending on which country the candidate claims residency. 

All background checks for Staff, Academic, Graduate Assistant, and Resident/Fellow appointments will be centrally funded. (Note: When asked for a SUR number for these types of appointments, just enter “0.”

However, all background checks for Temporary Worker, Student, and Unpaid/Volunteer appointments as well as Random Drug Testing will be paid for by the department. (Note: A SUR number will be required for these appointments.)
 

A background check can take 3-10 business days to complete. Turnaround time can vary depending on the following: 

• the applicant's response time;
• applicants with multiple previous addresses;
• applicants with multiple names;
• applicants with very common names;
• applicants suffering from identity theft;
• potential criminal records found; or
• specific court jurisdictions with limited resources.

Sometimes, due to circumstances beyond our control, the background check verification can take much longer.

Human Resources will inform the department representative if the employee or volunteer is authorized to begin work. 

No. Every background check must been run through OU Human Resources to be valid at the University of Oklahoma. Departments cannot run background checks independently.

Exceptions are OUPD and The National Weather Center.

The online request form will make requests quicker and more effective for departments. Here's how the process typically works:

1. The department requests a background check by completing the online form, which notifies Human Resources that you need a background check processed.
2. Human Resources sends the candidate's information to Sterling. Sterling contacts the candidate directly through email, asking them to enter personal information into a secure web portal. **Tell your candidate to watch for this email and take action within 48 hours. 
3. After the candidate responds, Sterling begins processing the background check.
4. Sterling sends the completed report to Human Resources.
5. The department representative will receive an automatic notification with the results for the candidate.