Background Checks

Background checks (BGC) are an important part of screening new and existing employees and volunteers. Background checks are required for all final candidates for university employment, including faculty, staff, and temporary positions in Norman programs and for all positions in HSC programs. For new hires, a conditional offer of employment is based on the candidate's successful completion of the background check. Human Resources processes the background checks for all university departments. Read more below to learn about the process and frequently asked questions.

Background Checks in Taleo

When you select a final candidate for a Taleo requisition that requires a background check, be sure to complete the offer using the Taleo system. After the candidate has accepted the offer in Taleo, HR will send them a link to the jobs site where they can agree to the background check and verify their personal information in a process called the 2nd Pass. 

Once we have their agreement and information, we will conduct the background check and advise the hiring department of the results when we have them. The candidate's response time will affect the timing of the results.

Visit askhr.ou.edu for on-demand help articles for Taleo.

Background Checks for Other Workers

If you need a background check for a current active employee, volunteer, or a temporary employee that's not being hired through a Taleo requisition, you can submit a background check request form to Human Resources. HR will then process the background check and send the results to you.

HSC and Tulsa Campuses: BGC Authorization Form

Norman Campus: Online BGC Request Form (For the best experience, use Google Chrome as your browser.)

Frequently Asked Questions

Who needs a BGC?

HSC Programs: All new employees, faculty, residents, students, transfers, volunteers, and temporary employees working in Health Sciences Center programs and departments are required to have a background check. Employees being transferred, reclassified, or promoted are required to have another background check when the following occurs: 

  • having unrestricted access to children under age 18 or working with K-12 schools;
  • handling cash or managing cash transactions;
  • having unrestricted access to master keys;
  • having access to sensitive data;
  • transferring into a different department;
  • access to radiation equipment; or
  • as mandated by any state or federal law, contract, or grant.

Norman Programs: Effective October 6, 2017, all new faculty, staff, transfers, and temporary employees working in University of Oklahoma Norman programs and departments are required to have a background check. Active employees being transferred, reclassified, or promoted are required to complete a background check if 1) they do not have a background check report on file with OU or 2) 5 years have passed since their last background check.

Student Employees and Graduate Assistants: Background checks are only required for student employees and Graduate Assistants in Norman programs when their roles involve:

  • having unrestricted access to children under age 18 or working with K-12 schools;
  • handling cash or managing cash transactions;
  • having unrestricted access to master keys;
  • having access to sensitive data;
  • working in areas designated as security sensitive, including summer camps and residence halls; or
  • as mandated by any state or federal law, contract, or grant.

How often does a BGC need to be completed?

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

HSC Programs: Once every 10 years for individuals with access to radiation equipment.

Norman Programs: If the employee is internally hired, transferred, reclassified or promoted on or before October 5, 2017, a new background check will need to be run if 7 years have past since their last check.

If the employee is internally hired, transferred, reclassified or promoted on or after October 6, 2017, a new background check will need to be run if 1) one was not completed when they were originally hired or transferred to their current position, or 2) 5 years have past since their last check.

When should a Motor Vehicle Report (MVR) be requested?

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. 

What records are reviewed in a BGC?

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

What is the cost of a BGC and who pays for it?

The cost for standard background checks starts at $24.50 each, and HR will charge the fee to the department initiating the background check.

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

How long does a BGC take to complete?

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.

How does a department find the results for the BGC?

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

Can a department run a background check without involving Human Resources?

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.

(Norman Only) How does the online request form work?

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 TrueScreen. TrueScreen 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. It will be sent from applicationstation@truescreen.com.
  3. After the candidate responds, TrueScreen begins processing the background check.
  4. TrueScreen sends the completed report to Human Resources.
  5. The department representative will receive an automatic notification with the results for the candidate.
Background Checks
These forms are used to complete background checks.
BACKGROUND CHECK / PRE-EMPLOYMENT SCREENING GUIDELINES
Campus: OUHSC, Tulsa
BACKGROUND CHECK / PRE-EMPLOYMENT SCREENING POLICY (NORMAN)
Campus: Norman, Tulsa
BACKGROUND CHECK REQUEST FORM - NORMAN
Campus: Norman
BACKGROUND CHECK AUTHORIZATION FORM
Campus: OUHSC, Tulsa