Background Checks
Helpful Information and Tips

Staff and Temporary Hires

Background checks are only to be initiated once an offer of employment has been accepted

Before ordering check: obtain the completed application with conviction information and the signed Background Check Consent Statement (PDF)

Processing a Background Check

  • Only run a background check on new hires and rehires with a break in service with check that was ordered >1 year ago
    • Exception: Individual is being hired into a Programs Involving Children (PIC) position and the last background check was ran >5 years ago
    • Utilize the Employee Active Jobs Lookup tool in One.IU to determine if an employee has an active job
    • Look up individual in GIS to determine if a check was already done
  • Ensure correct package is chosen and indicate if it’s a PIC position
    • Staff/Temporary, including student temporary (pending checks reviewed and adjudicated by Human Resources)
      • Staff/Temporary Standard Check
      • Staff/Temporary Check plus Education
      • Standard Check Plus Credit (consult with Human Resources prior to selecting this package)
    • Student (non-employee)/Volunteer (pending checks reviewed and adjudicated by Public Safety)
      • Student/Volunteer PIC Standard Check
    • Academic (pending checks reviewed and adjudicated by Academic Affairs)
      • Academic PIC Standard Check
      • Academic Standard Check
  • If ordering a check on an international individual and the Social Security Number (SSN) is unknown, then enter all 9’s
  • Common errors that result in running a new check and being charged again
    • Incorrect spelling of name
    • Incorrect SSN
    • Non-local address used
  • Pending Grade
    • If more information is required to adjudicate, then the area handling the check will contact the department
    • ‘Pending’ will always remain visible regardless of adjudication decision

Processing an I-9

  • Once an individual accepts job offer, the Form I-9 can be initiated
    • Employees must complete Section 1 of the Form I-9 before or on their first day of employment.
    • The hiring dept. must complete Section 2 of the Form I-9 within three business days of the date employment begins.
    • If the employee is being hired to work for fewer than three business days, then Section 1 and 2 of the Form I-9 must be completed before or on the first day of employment.
  • Quick Guide Instructions - Initiate an I-9 through GIS Compli-9 (PDF)

How to Submit an eLink Batch Order

GIS can process multiple eLink background check orders at one time (please submit requests that include 10 or more orders only).  To submit a batch eLink order:

  • Send IU HR a request for an eLink batch order at
  • IU HR will provide the eLink batch order spreadsheet
  • Fill out the required information
  • Send the completed spreadsheet to
  • IU HR will submit the order to GIS

Please allow for at least 48 hours after the spreadsheet is submitted to IU HR before the eLink batch order is processed by GIS.

International Background Check Permission – GIS Email

If an individual enters an international address in eLink, GIS will send an email to the requestor asking for permission before processing the international portion of the background check. 

  • If the individual is from another country, and currently holds a US Visa issued after October 24, 2001 the requestor can respond to GIS with the following:

Process the check using the U.S. addresses only. 

  • If the individual is from another country, and currently holds a US Visa issued before October 24, 2001 the requestor must respond to GIS with the following:

Process the international portion of the check. 

  • If the individual is a US Citizen, and lived in another country for less than 3 years the requestor can respond to GIS with the following:

Process the check using the U.S. addresses only. 

  • If the individual is a US Citizen, and lived in another country for more than 3 years the requestor should contact IU HR at for assistance.