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Background Checks

The University requires a background check for each final candidate for staff and faculty positions. Learn more about the policy.

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The safety and well-being of our community are our top priorities

The safety and well-being of our community are our top priorities. To ensure a secure environment for employees, students, and visitors, we require background checks for all final candidates for staff and faculty positions, whether full-time, part-time, permanent or temporary. This policy also extends to independent contractors who will have access to minors, sensitive information or secured areas.

By upholding these standards, we protect not only our people but also the integrity and reputation of the University.

Types of background checks

The type of background check required varies depending on the position. These checks include:

  • Criminal history check: Required for all recommended and final applicants.
  • Credit or financial history check: Required for positions that manage money or perform cash handling.
  • Motor vehicle check: Required for all final applicants for positions that include driving as a primary responsibility.
  • Post-employment background check: This may be required for a promotion or transfer. The University may also conduct post-employment background checks on employees as needed, such as following any workplace violence incident or when it is required to do so pursuant to state or federal laws, rules or regulations. As a condition of continued employment, employees must consent to any post-employment background check as determined necessary.

An employee may also be subject to a background check when they are promoted or transferred to a position that requires an additional level of background check.

Reference checks are not part of the policy for background checks but must be completed on at least the final applicant. The hiring department is responsible for conducting reference checks through the search committee process.

UM Official Policy

Read the University’s full official policy for Background Checks.

Frequently asked questions

These frequently asked questions provide information on the background procedure and requirements.

Permanent, temporary, benefit-eligible, non-benefit eligible, full-time and part-time staff and faculty positions require an acceptable background check.

Former employees, including retirees, are also subject to a background check if the break in service is six months or more or after any break in service if the former employee has never had a background check completed by the University.

Background checks may also be required for students and independent contractors under the “Minors on Campus” policy or due to student employment in sensitive areas (i.e., Student Housing).

No. Confirmation of employment (approved E-form 1 or E-form 3) will not be final until the background check is complete and it is determined that the final candidate has successfully passed the background check. Temporary positions hired under an emergency circumstance are also subject to a background check; however, the timing of the start date may be administered differently. It is strongly recommended that departments plan for additional time for the pre-employment background check step in the hiring process and anticipate a reasonable start date.

Employees who are considered for a promotion may be subject to a background check when required by the position, unless Human Resources previously conducted a background check appropriate for the position within the previous year (12 months). A background check will be required when an employee is promoted/transferred to a position title that requires an additional level of background check (for example, the new position requires cash handling or is of a security-sensitive nature.)

The University of Mississippi contracts with a third party vendor. Currently, First Advantage conducts all background checks.

Upon delivering a verbal offer (faculty, coaching, and executive positions) or a recommendation for employment (staff positions), an E-form 1 (new hires) or E-form 3 (promotions/transfers) must be submitted for approval. Once approved by Equal Opportunity and Regulatory Compliance, the E-form will be forwarded to Human Resources to initiate the background check.

If an incident in the background check is reported, the results will be reviewed by the Background Check Review Committee and may take additional time. Hiring managers/departments should plan accordingly and anticipate a reasonable start date.

A Human Resources representative will initiate the background check. Human Resources will send the selected candidate an email with instructions on how to consent to the background check. If the final candidate does not have an email address, refer the final candidate to Human Resources for assistance.

Pre-employment background checks are conducted for all candidates in any locality where the candidate has lived or worked. Motor vehicle-related convictions (such as DUI convictions) may appear on these records.

The candidate’s information is also matched against the National Sex Offender database and is used in a Federal-level conviction check. Additionally, for positions in which a driver’s license is required as an essential function of the position, a Motor Vehicle Record (MVR) check will be conducted on the candidate. Included in this category are employees whose duties require them to drive a motor vehicle, and those who are anticipated to be required to drive a state-owned vehicle.

Also, positions whose essential function involves managing money and/or cash handling will be subject to a credit and/or financial history check.

The background check vendor uses the social security number to determine where an individual has lived and to confirm an individual’s identity.

How thorough is the search for conviction records?
The background check vendor determines where the candidate has lived and conducts a national criminal search, sex offender search and an appropriate search of court records.

No, previous convictions do not automatically disqualify a candidate from consideration for employment. Eligibility for employment depends on a variety of factors such as the nature of and circumstances surrounding the crime; the time elapsed since the conviction; the rehabilitation record; the actions and activities of the individual since the crime (including his/her work history); the truthfulness and completeness of the candidate in disclosing the conviction; and the relevance of the conviction to the job.

Background checks typically take 2-3 days to process and to receive back from the outside contracted agency. A few exceptions may take up to 2 weeks. Rarely, a background check may take longer, 3 to 4 weeks. Please allow additional processing time for each background check in the event of a delay.

A delay can occur for any of the following reasons:
  • The information has been entered incorrectly by the applicant or the requestor into the vendor’s system.
  • The county or district listed for a background check in researching whether the applicant has any criminal felony or misdemeanor charges is delayed in providing a response to the vendor.

There is no cost to the hiring department or to potential employees.

Yes. In compliance with federal requirements, candidates complete and electronically sign a Disclosure and Authorization Form. If a candidate declines to give permission, then no check will be conducted; however, because a pre-employment background check is a requirement for employment, he/she cannot be employed by the University of Mississippi.

What happens if it is discovered that an applicant falsified an employment application or consent form?
Falsifying application materials or the consent form, including failure to disclose criminal convictions on the application, is grounds for non-selection of a candidate or immediate termination of employment.

Former employees, including retirees, are subject to a background check if the break in service is six months or more or after any break in service if the previous employee has never had a background check completed by the University.

International applicants who come to the University directly from residence outside of the United States are not required to undergo a criminal background check as they have obtained necessary background clearances through the Department of Homeland Security. However, degree verification is still required.
In the case where a foreign national has not come directly to the University from residence outside of the United States, the individual is required to undergo a background check.

The Background Check Review Committee is composed of the Assistant Vice Chancellor and Director of Human Resources and the Executive Director of Equal Opportunity and Regulatory Compliance.

The Assistant Director of Employment and Training in the Department of Human Resources may serve as backup on the committee in the absence of either the Director of Human Resources or the Executive Director of Equal Opportunity and Regulatory Compliance.

In cases requiring review that involve a faculty member applicant, a representative from the Provost’s office and the Dean, and if appropriate, the Chair of the hiring department will be consulted.

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