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.
Knowledge Center
- Centralized Background Checks (Online Training)
- Centralized Background Checks Instructions
- Truescreen Division Numbers
- Truescreen Batch Template
- Truescreen Applicant Sample Letter
- Requesting Protection of Minors Background Checks Job Aid
- Requesting Background Checks outside of TalentLink - Batch Requests Job Aid
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 All previous background checks conducted through HireRight and GIS have been archived.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].
Questions About Your HireRight Bills
If you have questions regarding any of your HireRight bills:
- For invoices dated February 2024 and later, please contact [email protected]
- For invoices dated January 31, 2024, and earlier, please contact [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
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.
- Centralized Background Checks (Online Training)
This five-minute course offers a detailed understanding of our new process.
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 POM Registration 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.
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.
- For invoices dated February 2024 and later, please contact [email protected]
- For invoices dated January 31, 2024, and earlier, please contact [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.