Hiring Faculty

All new employees are required to:

  • undergo a criminal history background check; *

    •        o Policy

Background Check Process for Academic Employees

The Academic Background Check System process is:

  • a more environmentally friendly process and will allow us to reduce the amount of paper consumed at the University
  • more efficient by streamlining the background check process both for you and for Faculty Appointments and Advancement
    •        o reduces the amount of time in the initiation and notification stages
           o minimizes clerical errors
  • more secure mode of communication by eliminating the transmission of sensitive data

The offer letter should contain information for the candidate alerting them about an email they will receive from HireRight requesting information for the background check. It is important to stress the importance of completing this process because their hire is contingent on the background check.


Candidate Disclosure Process for Academic Employees

Our electronic background check system does not allow us to gather candidate disclosure information. Although this information is still required, this will now be handled on a school/departmental level. You should keep this information on file for a length of time determined by the adjudication result (see below). If the background check is completed and has and adjudication result of:

1. 'Meets Company Standards,' the self-disclosure form can be discarded appropriately.
      • If you receive a notification of 'Meet Company Standards,' proceed with the hire documents.

2. 'Pending,' the self-disclosure form must be kept on file at the department/school level for 3 years.
      • If the background check is adjudicated as 'Pending' our office will contact you regarding the         findings on the background check report.If the information was disclosed by the candidate or is a         minor traffic violation, our office will update the report to indicate 'Meets Company Standards'.

o Academic Background Check Form
o Self Disclosure Form

       *Please note:

  • Usually background check requests are processed the same day they are received; however, there is no guaranteed turnaround time for approvals/disapprovals. The background checks are conducted by an outside vendor and can take anywhere from 24 hours to 3 weeks to complete. Please plan accordingly.

  • Background checks are not required for international hires if they have been in the United States for less than one year. Indiana University accepts the process involved in granting the visa as sufficient for a background check.


Indiana state law now requires Indiana University to use the U.S. Department of Homeland Security's E-Verify system to confirm the eligibility of all new employees to work in the United States. Completion of the I-9 form is still required, but the E-Verify system is an added second step.

The University has contracted with HireRight Inc. for a web-based integrated business solution to facilitate the implementation of E-Verify and to improve the University's management of Form I-9 processes, as well as processing required background checks. HireRight's services also include the electronic retention of associated records, management reports, and 24x5 customer service support for new employees and University department personnel.

IU Employment Eligibility Verification


Departments initiate the actual hire, as well as all subsequent employee transactions, by using the Human Resource Management System (HRMS) E-Docs. FAA provides regular training sessions to E-doc initiators (training is required in order to obtain access to initiate documents). Click here for Training schedules.

Additionally, FAA staff are available during office hours for end-user support. Part of our mission is to ensure prompt response to E-doc initiators so that our academic employees' job and pay records are accurate. Click here for E-doc instructions.