Background Check Process

NO. University policy clearly states: “no applicant may start work for the University, formally or informally, before having a Criminal Background Check completed and being approved by the University’s central Human Resources office.” 

The candidate will get a reminder to log in daily for 7 days, and then after 14 days the login expires. After that point the department will need to submit a new request. However, once the candidate does initially log in, there is no expiration. They can take as long as needed to complete their steps.

Candidates will receive emails from NoReply@Cisive.com to authorize the background check, as well as daily reminders until they log in. They may also receive emails from Cisive (PreCheck) when more information is required to be submitted.

This is a summary of the background check requirements. For a detailed explanation of the requirements, see the information below or refer to the university policy.

A criminal history background check is required when:

• An applicant (finalist) or current employee has no background check on file.
• A current employee applies for a position and the check on file is more than 12 months old.
• A former employee has a break in service of more than 6 months, no matter how old the previous check on file.
• A former employee has a break in service of less than 6 months, but the previous check is more than 12 months old.
• A current employee moves to a new position and the previous check was with different College, Dean, or VP unit.
• A current or former employee moves to a position requiring a more extensive check.
• A student employee is not enrolled in each long semester or has a background check that is more than 60 months old.
• A student employee moves to a non-student position.

If you believe a background check has been triggered for some other reason than those listed above, contact HR Records at hrs-bgcheck@utlists.utexas.edu or 512-471-4772.

It is the policy of the University to conduct background checks as authorized by federal and state law to promote a safe and secure campus environment.

This is a summary of the background check requirements. For a detailed explanation of the requirements, see the information below or refer to the University policy.

A criminal history background check is required when:

• An applicant (finalist) or current employee has no background check on file.
• A current employee applies for a position and the check on file is more than 12 months old.
• A former employee has a break in service of more than 6 months, no matter how old the previous check on file.
• A former employee has a break in service of less than 6 months, but the previous check is more than 12 months old.
• A current employee moves to a new position and the previous check was with different College, Dean, or VP unit.
• A current or former employee moves to a position requiring a more extensive check.
• A student employee is not enrolled in each long semester or has a background check that is more than 60 months old.
• A student employee moves to a non-student position.

If you believe a background check has been triggered for some other reason than those listed above, contact HR Records at hrs-bgcheck@utlists.utexas.edu or 512-471-4772.

The following Nonemployee Job Profiles will require the initiator in Workday to complete a questionnaire to determine whether a background check is required: 

• A001 - Employee of UT Affiliated Organization
• A004 - Employee of Contractor
• A005 - Employee of Governmental Agency
• A007 - Visiting Student
• A008 - Volunteer
• A009 - Other University Affiliate
• A013 - AmeriCorps Member
• A015 - Graduate Student Fellow

The questionnaire (below) is based on University policy to promote a safe and secure campus environment. Answers to the questionnaire will determine if a background check is needed. For non-employees the background check step will launch accordingly based on the answers submitted. For Academic Affiliates, if the answers to the questionnaire indicate a background is needed, contact HR Records at hrs-bgcheck@utlists.utexas.edu to initiate a background check. It is the responsibility of the initiator to answer these questions with utmost integrity to protect the safety of our students, staff, and systems/assets:

Is this individual:

• Required to be on campus or at any UT Austin location/facility? Y/N 
• In need of “treat like an employee” full access to UT systems? Y/N 
• Fully remote with no access to UT Systems? Y/N
• An employee of another UT System institution with a background check confirmed with that UT Institution? Y/N 
• A contractor with current, comparable background check documentation from their employer? Y/N 
• A current holder of a federal Security Clearance? Y/N 
• An AmeriCorp Member with current, comparable background check documentation with AmeriCorp? Y/N
• Proven to have had a background check within the last 12 months? Y/N – If Yes - Provide date of Background Check 

The Basic Package meets the University Policy guidelines. If an international check is absolutely necessary, per the guidelines, contact hrs-bgcheck@utlists.utexas.edu or 512-471-4772 who will contact the vendor for this type of check at an additional cost to the CSU. 

Basic check: $29 Includes: 

• Criminal History Record Check – Texas DPS Search
• National History Record Check – Felony/Misdemeanor
• Sex Offender Registry Search
• Identity Verification – SSN Trace
• Federal and State Sanction Screening

Add-on Checks
Education check: $12
Employment check: $21

Special packages 
Dell Medical Clinical: $69.25
NETL (designed for Nuclear Engineering Teaching Lab ): $86.44
Standard and EDU (designed for Athletics): $49.44

Departments will be billed monthly, in the month after the background check is initiated in Workday and sent to the vendor. For example, if the check were initiated in June, the department would be billed in July.

Contact stacey.haley@austin.utexas.edu immediately to ensure the interdepartmental transfer (IDT) is charged to the accurate account number.

The background check initiation is kicked off through the Hire and Candidate Offer business process in Workday. Those in HR roles in Workday who initiate either of these processes will be asked to select a background check package and provide an account number for payment of the background check. Once this step is complete and submitted, the applicant receives an email with instructions from Cisive (PreCheck) within minutes to authorize the background check. Currently, this step pertains only to the finalist for a position prior to hire. This includes:

• Student, faculty, classified and administrative/professional (A&P), and casual employee positions.
• Paid or unpaid affiliated positions which require the following:
  • Patient care.
  • Childcare or contact with minors.
  •  Direct access to campus where there is contact with faculty, students, and staff.
  •  Direct access to information resources or information resource technologies.
  • Access to pharmaceuticals, controlled substances, cash, checks, or credit cards.

The background check must be completed and “Passed” before the business process final approves in Workday, and the new employee can begin work.

Internal Applicants

When applying for a position at the University, current employees are subject to the same requirements as other applicants. A background check will trigger in Workday:

• If the previous check did not include all the required checks for the new position 
• A current employee is moving to a new position under a different dean or vice president, and the previous background check is more than one year old.
• An employee returns to employment after a break in service of six months or longer.
• An employee returns after a break of fewer than six months if the background check on file was performed more than one year ago.
• The background check on file did not include all of the required types of checks.

Candidates will receive emails from NoReply@Cisive.com to authorize the background check, as well as daily reminders until they log in. They may also receive emails from Cisive (PreCheck) when more information is required to be submitted.

Yes. Phone numbers are now required, and international phone numbers and addresses are accepted for this process. Home phone and emails are not publicly displayed in the UT Directory.                              

The candidate will get a reminder to log in daily for 7 days, and then after 14 days the login expires. After that point the department will need to submit a new request. However, once the candidate does initially log in, there is no expiration. They can take as long as needed to complete their steps.

NO. Applicants are contacted by email by Cisive (PreCheck) to authorize the background check. Cisive (PreCheck) does not have a function for manual authorization of background checks. 

NO. University policy clearly states: “no applicant may start work for the University, formally or informally, before having a Criminal Background Check completed and being approved by the University’s central Human Resources office.” 

University policy clearly states: “An employee that authorizes an applicant to begin work in violation of this provision may be subject to discipline, including potential termination of their employment.” 

To report this violation, notify departmental supervisors, other management, or use the University's Compliance and Ethics Hotline to report your concern.
Reporting options:

• Online: www.lighthouse-services.com/austin.utexas
• Phone:
  • English 877-507-7321
  • Español 800-216-1288
• Email: compliance@austin.utexas.edu

The initiator for the business process will receive a notification that the background check has passed. Once this happens, an approver will need to send back the in-progress business process to the initiator to modify the start/effective date.

Under no circumstances should an individual begin work without successfully completing a background check, as stated in University Policy. If a background check fails and it is deemed that the individual cannot work for the University, the department who allowed the individual to work will need to work with their HR Business Partner to initiate the termination process.

No. The existing background check results are still valid. Restart the business process. At the Background Check step, pause, then contact hrs-bgcheck@utlists.utexas.edu or 512-471-4772 so that an override can be set up, if appropriate. 

NO. The Background Check Administration (BCA) system was retired as of 8 a.m. CST on June 8, 2026. This means that all background checks must be initiated and completed through the appropriate business process (Recruiting, Hire, Add, Change Job, Ad hoc) in Workday.

Continue to follow the process for Hire and Add Jobs. Workday will flag which student worker will need a background check. Same rules as today:

• Background check is not required if the student worker has had one within 60 months of continuous enrollment.

If this requirement is not met, the business process for the student worker will not final approve until background check is successfully completed.

NO. The background check review process and criteria for review will remain the same. Departments will be notified by HR Records if a background check is being escalated to HR Business Partnerships for further review by the Arrest Review Committee. If an applicant is deemed ineligible for hire, Cisive (PreCheck) will send pre-adverse and adverse communications to the candidate and HR Records will inform the department and submit final decisions in Workday.

There are two options:

• Run report PreCheck Background Checks - RPT1215 for your unit 
• Use the related actions on the worker under Personal Data > View Background Check Status

NO. Only Human Resources and the Arrest Review Committee may review any information that is found on the official criminal history report from Cisive/PreCheck and will communicate the decision to hire or not hire based on the findings to the hiring department. Contact your HR Business Partner if you have questions regarding the arrest review process.