Background Checks
Columbia is committed to providing a safe and secure environment for our community, including students, visitors, and employees, as well as safeguarding the assets and resources of the University.
In support of this effort, any applicant for a University position who receives a conditional offer of employment will undergo a background check. Rehires with a break in service of more than six consecutive months will also be required to undergo a background check.
New Status Reports Available in Truescreen
Three reports are now available directly in the Truescreen portal, allowing you to track the progress of all background check requests in real time.
In addition, for criminal checks, you can also view which courts have or have not yet responded, and see the average response time for each court. The three reports are:
- Columbia University - Status Level Report
- Columbia University - Courts Pending Report
- Component Completion Report
Please refer to How to Run Truescreen Status Reports for more information.
If you have access to these reports, you will receive an email letting you know. If you have issues running the report, or would like additional members of your team to have access, please contact [email protected].
Knowledge Center
- Background Check Tip Sheet for Departments
- Background Check Tip Sheet for Candidates
- Centralized Background Checks Instructions
- How to Run Truescreen Status Reports
- Truescreen Division Numbers
- Truescreen Batch Template
- Truescreen Applicant Sample Letter
- Truescreen Primary Billing Contacts
- Requesting Protection of Minors Background Checks Job Aid
- Requesting Background Checks outside of TalentLink - Batch Requests Job Aid
Announcements
New Motor Vehicle Record (MVR) Driver Monitoring Program
Coming in FY27, individuals (including faculty, employees, students, and/or volunteers) who drive students or minors more than once in a calendar year will be subject to ongoing driver monitoring for that year, rather than just a one-time MVR review, which has been our prior practice. This change will help ensure that all individuals driving students and/or minors for University purposes meet an acceptable level of safety. If you have any questions please contact [email protected].
Protection of Minors Background Checks
The Protection of Minors (POM) Office has launched a new, user-friendly registration system (Ideal Logic) designed to make POM background checks and program registration simpler, faster, and more efficient. You are no longer required to submit spreadsheets requesting background checks to the central Background Check Team in CUHR. Instead, all POM background checks are initiated and tracked through the new Ideal-Logic database.
Archive of HireRight and GIS Results
All previous background checks conducted through HireRight and GIS have been archived. If you need to confirm whether a candidate has a background check on file, please contact the Background Check Team at [email protected].
Questions About Your HireRight Bills
If you have questions regarding any of your HireRight bills or if HireRight contacts you regarding outstanding bills, please contact Hugh Horowitz in Purchasing at [email protected].
Meet the Background Check Team
Are you new to Human Resources at Columbia? Are you requesting background checks for the first time? We would love to meet with you. Write to us at [email protected] and we will set up a Zoom meeting to discuss what you can expect from us as well as any concerns you may have.
Conducting Background Checks
In accordance with New York City’s Fair Chance Act, Columbia University conducts background checks in two parts. Once employment and education credentials have been verified in a Pre-Offer Background Check, the University may extend an offer of employment. If the candidate accepts, the University then conducts a Post-Offer Criminal Background Check.
The estimated turnaround time to complete both background checks averages 10 business days. Some checks may take longer depending on how quickly the candidate responds to the request for information and the number of resources needed to be contacted.
Columbia University Human Resources serves as the office of record for the background check results and maintains strict confidentiality. Departments do not receive any details of the background check, only a notification of whether the results do or do not meet University policy.
Pre-Offer Education and Employment
Standard Pre-Offer verification for all Officers of Administration, Support Staff, Casuals and VHOs.
- Education Report
- Employment Report
Pre-Offer + 9-Panel Drug Test
Pre-offer verification for Officers of Administration and Support Staff roles that require a 9-panel drug test.
- Education Report
- Employment Report
- 9-Panel Drug Test
Pre-Offer + 10-Panel Drug Test
Pre-offer verification for Officers of Administration and Support Staff roles that require a 10-panel drug test.
- Education Report
- Employment Report
- 10-Panel Drug Test (includes testing for THC)
Policy
Background Checks are governed by the Columbia University Background Check Policy. If you have any questions regarding the process after reading the policy, please contact [email protected].
Guidelines
Before submitting a request for a background check, we encourage you to review the University’s Background Check Policy Guidelines.
This document describes the background check process, roles and responsibilities, the specific background check requirements for each role, the adverse action process, and how to handle transfers, rehires and promotions.
Current Employees
Current employees whose position changes as a result of a transfer, promotion, or reclassification may be required to undergo a background check in cases where one was not conducted when that employee was initially hired, or if a new background check is needed because of the nature of the position. For Union employees, please review the respective Collective Bargaining Agreement.
Previous Employees
Rehires with a break in service of more than six consecutive months will be required to undergo a background check.
Truescreen Resources
Job Aids
- Centralized Background Checks Instructions
- Requesting Protection of Minors Background Checks Job Aid
Protection of Minors (POM) users should refer to this job aid. POM program administrators will use the Ideal Logic Database to create their POM BGC requests. - Requesting Background Checks Outside of TalentLink - Batch Requests Job Aid
For users who need to initiate batch request Pre-Offer and Post-Offer checks outside of TalentLink.
Anyone who is having a background check run can expect an invitation from [email protected].
Please see the Truescreen Applicant Sample Letter document for the invitation the candidate will receive, along with a copy of the reminder we send. Reminders are sent each day for five days. Please be aware that the link sent to your candidate, visitor or Protection of Minor volunteer does not expire.
Any background check requested through TalentLink prior to 4 p.m. will be initiated that day.
Any Batch Request received prior to 4 p.m. will be uploaded to Truescreen that day, and Truescreen will initiate the background check within four business hours.
Truescreen Primary Billing Contacts
Truescreen Primary Billing Contacts
Updating Billing Information
If you wish to update a billing contact, please submit a request to the Background Check Team at [email protected].
Truescreen Billing
Please refer to the Truescreen Primary Billing Contacts to view where Truescreen invoices are sent for your division.
All Truescreen billing is based on the "Division Number." Please refer to the Truescreen Division Numbers document for a complete list of all division numbers. Please note that if you are initiating a background check in TalentLink, you do not need to provide your Division Number.
If you would like to request an additional Division Number, (e.g., to create a separate accommodation for your Protection of Minor orders), send a request to [email protected]. Please note that these requests take approximately three weeks to complete.
For processing payment of your Truescreen invoices, the ARC vendor ID for Truescreen is: 0000275838.
HireRight Billing
If you have questions regarding any of your HireRight bills or if HireRight contacts you regarding outstanding bills, please contact Hugh Horowitz in Purchasing at [email protected].
Mailing List
Want to stay updated on background checks at the University? Email us at [email protected] to be added to our mailing list. You will receive the latest updates and announcements straight to your inbox.