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How to Request a Criminal Background Check
The university conducts criminal background checks on all applicants who are hired for security-sensitive positions, which includes all faculty, student, classified and administrative/professional (code 1000) positions. In addition a background check is required for affiliated positions that require patient care; child care or contact with minors; direct access to information resources or information resource technologies; access to pharmaceuticals, controlled substances, cash, checks, or credit cards.
Before a hiring decision is made, the hiring department should review any criminal history disclosed by the applicant. The Background Check should be completed after an offer is made and before the employee begins work. A background check is initiated when the hiring department submits the Background Check Form and so the first step is to determine which form to use, the Faculty/Staff Background Check Form or the Affiliated Personnel Background Check Form. The reference chart provided below can help you determine which form to use.
Completing the Background Check Form
The person for whom the background check will be conducted (referred to as “applicant”) should complete the top portion of the form, and then return the form to the hiring department. A representative of the hiring department will review the information for accuracy and verify the identity of the applicant.
Verify the identity of the applicant against a valid photo I.D. If the applicant is not able to provide the verification in person, use the Applicant Identification and Verification Form.
Check that the information provided by the applicant is complete and accurate (see Address Discrepancy Guidelines for more information) and complete the bottom portion of the form. The bottom portion provided by the hiring department must be complete, or the background check request will be delayed.
Fax the completed form to Human Resource Services at 512-475-6883. This is a secure fax line used only for background check requests. Human Resource Services does not need the original.
Cost and Type of Background Check Required
The background check will always include a search for information on the State of Texas Department of Public Safety (DPS) Web site. For Faculty and A&P (code 1000), and other specific positions, a national search through a third-party vendor is required. If a position requires direct access to minors, and proposed employee is from out-of-state, it is recommended they receive both the State of Texas (DPS) and vendor check. See the reference chart below to determine which type of check will be conducted for your position.
The hiring department can request a vendor check for any hire, even if it is not required. Be sure to indicate this special request on the Background Check Request Form. Human Resources will conduct a vendor background check for any position, if requested by the hiring department.
The cost of the background check will be billed to the hiring department.
- State of Texas (DPS) check costs $6.50.
- Vendor check costs $42.50, plus any additional charges from the states or agencies that provide information.
Optional Background Check Services
Human Resource Services can assist with reference checks and verification of the highest degree earned. The hiring department can submit a Background Check Request for Education and Employment Verification form. Indicate on the request form which verification is needed. Employment Verification includes checking references and employment dates at up to 3 previous employers (within the past 7 years). Education Verification will verify the highest degreeearned. The cost of verifying education and employment information will be charged in addition to any fees charged by the institutions contacted..
- Education and Employment $35.00
- Education Only $20.00
- Employment Only $25.00
Background Check Reference Chart
| Position | Type of Check(s) Required | New Check Required After Break In Service | Background Check Request Form Needed |
|---|---|---|---|
| Classified | State of Texas (DPS) | 4 month (120 days) break in service | Faculty/Staff Background Check Form |
| A&P or code 1000 | State of Texas (DPS) and vendor | 4 month (120 days) break in service | Faculty/Staff Background Check Form |
| Faculty | State of Texas (DPS) and vendor | 1 year (365 days) break in service | Faculty/Staff Background Check Form |
| Student | State of Texas (DPS) | 1 year (365 days) break in service | Faculty/Staff Background Check Form |
| Casual Employee | State of Texas (DPS) | 1 year (365 days) break in service | Faculty/Staff Background Check Form |
| Employee of UT Affiliated Organization (if designated security sensitive in HRMS) | State of Texas (DPS) | 1 year (365 days) break in service | Affiliated Personnel Background Check Form |
| Adjunct/Clinical Worker (follows faculty requirements) | State of Texas (DPS) and vendor | 1 year (365 days) break in service | Affiliated Personnel Background Check Form |
| Independent Contractor (if designated security sensitive in HRMS) | State of Texas (DPS) and vendor | 1 year (365 days) break in service | Affiliated Personnel Background Check Form |
| Employee of Contractor (if designated security sensitive in HRMS) | State of Texas (DPS) | 1 year (365 days) break in service | Affiliated Personnel Background Check Form |
| Employee of Governmental Agency (if designated security sensitive in HRMS) | State of Texas (DPS) | 1 year (365 days) break in service | Affiliated Personnel Background Check Form |
| Visiting Researcher/Scholar (follows faculty requirements) | State of Texas (DPS) and vendor | 1 year (365 days) break in service | Affiliated Personnel Background Check Form |
| Research Affiliate (follows faculty requirements) | State of Texas (DPS) and vendor | 1 year (365 days) break in service | Affiliated Personnel Background Check Form |
| Visiting Student Worker (follows student requirements) | State of Texas (DPS) | 1 year (365 days) break in service | Affiliated Personnel Background Check Form |
| Volunteer (if designated security sensitive in HRMS) | State of Texas (DPS) | 1 year (365 days) break in service | Affiliated Personnel Background Check Form |
| Visitors (if required by law) | State of Texas (DPS) | 1 year (365 days) break in service | Affiliated Personnel Background Check Form |
| Other University Affiliated Position (if designated security sensitive) | State of Texas (DPS) | 1 year (365 days) break in service | Affiliated Personnel Background Check Form |
If you have any questions regarding background checks you may contact the Human Resource Service Center.
