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.


Announcements

Launch With New Background Check Vendor

As of January 27, 2025, Truescreen is the University's new background check provider. In addition, a new process for managing background checks on the Morningside campus has begun. All Morningside checks are now centrally initiated by Central Human Resources (CUHR). While CUIMC will also use our new vendor, there will be no changes to how CUIMC background checks are processed. With these changes, we expect to offer a more streamlined process, improve the user experience, and provide cost savings to the University community. Read the full announcement.

Archive of HireRight and GIS Results

All background checks initiated with HireRight before January 21, 2025, will be completed by HireRight, without the need to submit a new request. All previous background checks conducted through HireRight and GIS have been archived.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].


Conducting Background Checks

A background check consists of a criminal record search (including the 50-state sex offender registry), education, and employment verifications. Some applicants will also be required to undergo drug testing, motor vehicle search, fingerprinting, or an unscored credit check, depending on the nature of the position. Applicants for such positions will be notified of this requirement when an offer of employment is made.

The finalist must be cleared by your HR Senior Business Partner and given a conditional offer of employment before a background check can be initiated. Applicants are not permitted to begin working until the background check clearance is issued, unless an exception is approved in advance by the VP of Human Resources or his or her designee.

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

Completing the following online training is recommended for understanding how the new centralized background check process works. We recommend you view the trainings in the order listed.

If you have specific questions that are not answered in the trainings, please contact the Background Check Team at [email protected].

Training Videos

After you click on one of the links, you will be asked to sign in with your UNI and password. Once on the page, click the blue "Enroll" button to begin.

Job Aids

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.

Updating Billing Information

Departments are required to submit updated contact information spreadsheets whenever there is a change to their billing information.

Please refer to Background Check Billing Information page to submit billing updates. You will receive email confirmation of all successfully spreadsheet submissions. If you have misplaced your spreadsheet, please contact the Background Check Team at [email protected] for a new copy.

Truescreen Billing

Truescreen invoices will be sent to the shared email address provided through the Background Check Billing Information page.

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 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 two weeks to complete.

HireRight Billing

The final bills from HireRight have been distributed, and we no longer provide access to the system. If you have any questions about the details of your last bill from HireRight, please contact the following leads.