Background Checks

Background checks (BGC) are an important part of screening new and existing employees and volunteers. Background checks are required for designated security sensitive positions in Norman programs and are required 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.

If the candidate is being hired through Taleo, the hiring manager must complete the offer in the Taleo system to initiate the background check process. After the candidate has accepted an offer in Taleo, HR will send them a link to the jobs site where they will verify their personal information in a process called the 2nd Pass.

If the requisition includes a background check, the candidate can assent to the background check and provide their personal information online. Once we have their assent, 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.

If the background check is for a current active employee or volunteer that's not being hired through the Taleo system, the department will submit a background check request form to HR. 

HSC Programs: BGC Request Form

Norman Programs: BGC Request Form

Frequently Asked Questions

Who needs a BGC?

HSC Programs: All new employees, faculty, residents, students, trasfers, 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;
  • as mandated by any state or federal law, contract, or grant;
  • access to radiation equipment.

Norman Programs: Employees who are hired, transferred, reclassified or promoted to the following security sensitive positions or roles will be required to have a criminal background check if one was not done when originally hired:

  • 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, a new background check will need to be run if 7 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). 

Who pays for the BGC?

The cost for background checks starts at $25 each, and HR will charge the fee to the department initiating the background check. 

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; 
  • potential criminal records found;
  • 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. 

Background Checks
These forms are used to complete background checks.
BACKGROUND CHECK REQUEST FORM - NORMAN
Campus: Norman
BACKGROUND CHECK AUTHORIZATION FORM
Campus: OUHSC, Tulsa
BACKGROUND CHECK / PRE-EMPLOYMENT SCREENING GUIDELINES
Campus: OUHSC, Tulsa