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:

For staff or temporary positions, if candidate has not applied through PeopleAdmin, obtain the completed Employment Application Form (PDF) with conviction information.

Use the eLink option for all background checks. If exceptional circumstances require manual entry, the following form must be reviewed and signed beforehand.

If not submitting check as an eLink, obtain a signed Background Check Consent Statement (PDF).

Processing a Background Check

  • Background checks for new hires and rehires with a break in service with a previous check that was ordered >1 year ago.
    • Utilize the Employee Active Jobs Lookup tool in One.IU to determine if an employee has an active job.
    • Check to see if a check was completed by looking up an individual in eQuest+.
      • Utilize the instructions on Employee Look-up (PDF) or contact Talent Acquisition at with questions.
  • International Employees
    • A criminal history check is required for international employees, covering time in the United States if the period of time that the individual has been in the United States exceeds one year.  If the individual has lived in the U.S. less than a year and if their visa or authorization to work was issued or renewed after October 26, 2001, the University will not require that criminal history check be conducted.
  • PIC background checks for current employees.
    • Check to see if when the most recent background check was completed for the current employee.
      • Utilize the Employee 5 Year PIC Background Check report in IUIE that provides a list of active employees who have completed a background check within the past five years.
  • Ensure the correct job class is chosen.
    • Academic Appointee (pending checks are reviewed and adjudicated by campus Academic Affairs).
      • The job class is for checks on new or current academic appointees, including student academics.
    • Nonemployee/No Pay (Volunteer/Student) (pending checks are reviewed and adjudicated by Public Safety).
      • The job class is for checks on an individual who is not an employee of IU who needs a background check for PIC purposes.
    • Staff Employee (pending checks are reviewed and adjudicated by campus HR).
      • The job class is for checks on new or current staff employees.
    • Temporary Employee (HP, HR, HS, WS) (pending checks are reviewed and adjudicated by campus HR).
      • The job class is for checks on new or current temporary employees, including student temporary and work-study students.
  • Errors that can result in ordering a new check.
    • Incorrect spelling of a name
    • Incorrect SSN
  • Status
    • Tier 1 in Process = the eLink process has not been completed.
    • Tier 4 in Process = the eLink process was completed, and the background check is being processed by the GIS
    • CANCELED = the eLInk process was not completed within ten business days, and the order was canceled.
  • Pending Grade
    • “Pending” means that the report is complete, and must be reviewed and adjudicated.
    • If more information is required to adjudicate, then the office handling the check will contact the department.
    • “Pending” will always remain visible regardless of the 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 – HireRight Email

If an individual enters an international address in eLink, GIS/HireRight 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/HireRight 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/HireRight 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/HireRight 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.