Background Check Guidelines

The University of Oregon conducts job-related background checks prior to employment. Criminal and other background checks do not take the place of reference checks and verification of employment history, which should also be conducted before a final hiring decision.

UO has contracted with a third-party provider, CICS Employment Services, to conduct the background checks. In rare instances, a criminal background check may be completed by an outside organization, such as a search firm, on the University’s behalf. Staff in Human Resources administer the policy and coordinate with the background check provider to conduct the applicable background check(s). Departments are not charged for the cost of background checks.

Once a department has made a contingent offer of employment and set the applicant’s status to “Contingent Offer Accepted” in MyTrack, Human Resources staff will provide the necessary authorization and disclosure forms to the applicant and coordinate the background check submission to the vendor. Human Resources will change the applicant’s status to “Successful Background Check” in MyTrack once the background check has successfully cleared. 

The UO Policy: Criminal, Credit and Related Background Checks on Applicants for University Positions policy further describes the applicability of background check practices, types of checks, and handling of information obtained during the background check.

Background Check Permission Form

Background Check Forms

Links to commonly used forms:

Background Check Permission Form


University of Oregon
Criminal Background Check Permission Form – Employee
Please type or print legibly name as it appears on your driver’s license.

FIRST                                                                                      FULL
MIDDLE                                                                        LAST
CITY                                                                                        STATE   
                                                                                  ZIP CODE
Please list other names used and dates of name change in the last ten years:

FULL NAME                                                                                           
                                                                                 DATE FULL NAME     

FULL NAME                                                                                           

DOB:            /          /                

SSN:                       -             -                      

SEX: � Male � Female

DRIVER’S LICENSE NUMBER                                                             


Have you ever been convicted of a crime?                     
If yes, please provide details of all convictions and locations of all convictions (A yes answer
will not necessarily disqualify you from employment).

RESIDENCES: Please list residences in the last 10 years

State                                        City                                                   


Years:             to            

State                                        City                                                   


Years:             to            

State                                        City                                                   


Years:             to            

State                                        City                                                   


Years:             to            

In connection w ith my application I understand that an investigative consumer report may be
requested that may include information regarding my court records both civil and criminal, my
driving records, educational and professional credentials, and personal and professional
references. This may come from either public or  private sources and may contain information
regarding my character, experience, w ork habits, and reasons for termination from past employers.
I understand that this document shall be kept on file and may be used at any time during my
employment to procure an investigative report. I hereby release and discharge to the extent
permitted by law , the University of Oregon, its employees, any individual or agency obtaining
information for the University of Oregon, my personal and  professional references, and  my  former
 employers, from any  and  all  claims know n  or  unknow n, damages, losses, liabilities, cost, or
other expenses arising from the retrieving, reporting, and/or disclosure of information in
connection w ith this background investigation. I also understand that I may (1) request in w
riting the nature of the information obtained, and (2) r equest a w ritten summary of my rights
under the Fair Credit Reporting Act. I hereby agree that a photographic copy or a telephonic
facsimile of this document shall be valid for all purposes present and future. I have read,
understand and agree w ith the above.

Applicant or Parent/Guardian Signature                                                              


******* Hiring Department PLEASE complete the below section prior to turning in the form for
processing ******* Hiring Department:                                                Position
Title:                                                     Position Type:             

Contact Person:                                                       Phone:                        

Para información en español, visite o escribe a la
Consumer Financial Protection Bureau, 1700 G Street N.W., Washington, DC 20552.

A Summary of Your Rights Under the Fair Credit Reporting Act

The federal Fair Credit Reporting Act (FCRA) promotes the accuracy, fairness, and privacy of
information in the files of consumer reporting agencies.  There are many types of consumer
reporting agencies, including credit bureaus and specialty agencies (such as agencies that sell
information about check writing histories, medical records, and rental history records).  Here is a
summary of your major rights under the FCRA.  For more information, including information about
additional rights, go to or write to: Consumer Financial
Protection Bureau, 1700 G Street N.W., Washington, DC 20552.

• You must be told if information in your file has been used against you. Anyone who uses a credit
report or another type of consumer report to deny your application for credit, insurance, or
employment – or to take another adverse action against you – must tell you, and must give you the
name, address, and phone number of the agency that provided the information.

• You have the right to know what is in your file. You may request and obtain all the information
about you in the files of a consumer reporting agency (your “file disclosure”).  You will be
required to provide proper identification, which may include your Social Security number. In many
cases, the disclosure will be free.  You are entitled to a free file disclosure if:
• a person has taken adverse action against you because of information in your credit report;
• you are the victim of identify theft and place a fraud alert in your file;
• your file contains inaccurate information as a result of fraud;
• you are on public assistance;
• you are unemployed but expect to apply for employment within 60 days.

In addition, all consumers are entitled to one free disclosure every 12 months upon request from
each nationwide credit bureau and from nationwide specialty consumer reporting agencies.  See for additional information.

• You have the right to ask for a credit score.  Credit scores are numerical summaries of your
credit-worthiness based on information from credit bureaus.  You may request a credit score from
consumer reporting agencies that create scores or distribute scores used in residential real
property loans, but you will have to pay for it.  In some mortgage transactions, you will receive
credit score information for free from the mortgage lender.

• You have the right to dispute incomplete or inaccurate information.  If you identify information
in your file that is incomplete or inaccurate, and report it to the consumer reporting agency, the
agency must investigate unless your dispute is frivolous.  See
for an explanation of dispute procedures.

• Consumer reporting agencies must correct or delete inaccurate, incomplete, or unverifiable
information. Inaccurate, incomplete or unverifiable information must be removed

or corrected, usually within 30 days.  However, a consumer reporting agency may continue to report
information it has verified as accurate.

• Consumer reporting agencies may not report outdated negative information.  In most cases, a
consumer reporting agency may not report negative information that is more than seven years old, or
bankruptcies that are more than 10 years old.

• Access to your file is limited.  A consumer reporting agency may provide information about you
only to people with a valid need – usually to consider an application with a creditor, insurer,
employer, landlord, or other business.  The FCRA specifies those with a valid need for access.

• You must give your consent for reports to be provided to employers. A consumer reporting agency
may not give out information about you to your employer, or a potential employer, without your
written consent given to the employer.  Written consent generally is not required in the trucking
industry.  For more information, go to

• You may limit “prescreened” offers of credit and insurance you get based on information in your
credit report. Unsolicited “prescreened” offers for credit and insurance must include a toll-free
phone number you can call if you choose to remove your name and address from the
lists these offers are based on. You may opt-out with the nationwide credit bureaus at 1-888-567-

• You may seek damages from violators. If a consumer reporting agency, or, in some cases, a user of
consumer reports or a furnisher of information to a consumer reporting agency violates the FCRA,
you may be able to sue in state or federal court.

• Identity theft victims and active duty military personnel have additional rights. For more
information, visit

States may enforce the FCRA, and many states have their own consumer reporting laws. In some cases,
you may have more rights under state law.  For more information, contact your state or local
consumer protection agency or your state Attorney General.  For information about your federal
rights, contact:

TYPE OF BUSINESS:                                                             CONTACT:

1.a.  Banks, savings associations, and credit unions with total assets of over $10 billion and
their affiliates.

b.  Such affiliates that are not banks, savings associations, or credit unions also should list, in
addition to the CFPB:

a.  Consumer Financial Protection Bureau
1700 G Street NW Washington, DC 20552

b.  Federal Trade Commission: Consumer Response Center – FCRA Washington, DC 20580
(877) 382-4357

2.  To the extent not included in item 1 above:

a.  National banks, federal savings associations, and federal branches and federal agencies of
foreign banks

b.  State member banks, branches and agencies of foreign banks (other than federal branches,
federal agencies, and Insured State Branches of Foreign Banks), commercial lending companies owned
or controlled by foreign banks, and organizations operating under section 25 or 25A of the Federal
Reserve Act

c.  Nonmember Insured Banks, Insured State Branches of Foreign
Banks, and insured state savings associations d.  Federal Credit Unions

a.  Office of the Comptroller of the Currency
Customer Assistance Group
1301 McKinney Street, Suite 3450
Houston, TX 77010-9050

b.  Federal Reserve Consumer Help Center
P.O. Box 1200
Minneapolis, MN 55480

c.  FDIC Consumer Response Center
1100 Walnut Street, Box #11
Kansas City, MO 64106

d.  National Credit Union Administration
Office of Consumer Protection (OCP)
Division of Consumer Compliance and Outreach (DCCO)
1775 Duke Street
Alexandria, VA 22314

3.  Air carriers                                                                                    
               Asst. General Counsel for Aviation Enforcement & Proceedings
Aviation Consumer Protection Division
Department of Transportation
1200 New Jersey Avenue, SE Washington, DC 20590
4.  Creditors Subject to Surface Transportation Board                                     Office of
Proceedings, Surface Transportation Board
Department of Transportation
395 E Street S.W. Washington, DC 20423

5.  Creditors Subject to Packers and Stockyards Act, 1921

Nearest Packers and Stockyards Administration area supervisor

6.  Small Business Investment Companies                                                      
Associate Deputy Administrator for Capital Access
United States Small Business Administration
409 Third Street, SW, 8th Floor
Washington, DC 20416
7.  Brokers and Dealers                                                                             
       Securities and Exchange Commission
100 F St NE Washington, DC 20549

8.  Federal Land Banks, Federal Land Bank Associations, Federal
Intermediate Credit Banks, and Production Credit Associations

9.  Retailers, Finance Companies, and All Other Creditors Not Listed

Farm Credit Administration
1501 Farm Credit Drive
McLean, VA 22102-5090
FTC Regional Office for region in which the creditor operates or Federal Trade Commission: Consumer
Response Center – FCRA Washington, DC 20580
(877) 382-4357
• Outdated information  may not be reported. In most cases, a CRA may not report negative
information  that  is more than  seven years old; ten years for bankruptcies.

• Access to your file is limited.  A CRA may provide information  about you only to people with a
need recognized by the FCRA — usually to consider an application with a creditor, insurer,
employer, landlord, or other business.

• Your consent  is required for reports that are provided to employers, or reports that contain
medical information. A CRA may not give out information  about you to your employer, or prospective
employer, without  your written  consent. A CRA may not report medical information  about you to
creditors, insurers, or employers without  your permission.

• You may choose to exclude your name from CRA lists for unsolicited  credit and insurance offers.
Creditors and insurers may use file information  as the basis for sending you unsolicited  offers
of credit or insurance.  Such offers must include a toll-free phone number for you to call if you
want your name and address removed from future  lists. If you call, you must be kept off the lists
for two years. If you request,  complete, and return  the CRA form provided for this purpose, you
must be taken  off the lists indefinitely.

• You may seek damages from violators.   If a CRA, a user or (in some cases) a provider of CRA
data, violates the FCRA, you may sue them in state  or federal court.
The FCRA gives several different  federal agencies authority  to enforce the FCRA
Federal Trade Commission
Consumer Response Center FCRA Washington, DC 20580 * 202:326-3761
Department of Agriculture
Office of Deputy Administrator-GIPSA Washington. DC 20250 *202-720-7051
Department of Transportation Office of Financial Management Washington. DC 20590 * 202-366-1306
Federal Deposit Insurance Corporation Division of Compliance & Consumer Affairs Washington, DC
20590 * 202-366-1306
National Credit Union Administration
1775 Duke Street
Alexandria,  VA 22314 * 703-518-6360
Office of Thrift Supervision
Consumer Programs
Washington, DC 20552 * 800-842-6929
Federal Reserve Board
Division of Consumer & Community Affairs
Washington, DC 20551 * 202-452-3693
Office of the Comptroller of the Currency
Compliance Management, Mail Stop 6-6
Washington, DC 20219 * 800-613-6743
CRAs, creditors and others not listed below

National banks, federal branches/agencies of foreign banks (word
“National” or initials “NA” appear in or after bank’s name)

Federal Reserve System member banks (except  national banks, and federal branches/agencies of
foreign banks)

Savings associations and federally  chartered savings banks (word
“Federal” or  initials “F.S.B>” appear in federal institution’s name)

Federal credit unions (words “Federal Credit Union” appear in institution’s name)

State-chartered banks that are not members of the Federal Reserve

Air, surface, or rail common carriers regulated by former Civil
Aeronatics Board or Interstate Commerce Commision.

Activities subject to the Packers and Stockyards Act,          1921

File Type (ext): 

Credit Bureau Report Authorization

Request to Designate Position for Criminal, Credit, or Related Background Check


Question & Answers for Officers of Administration Performance Appraisals
Where do I find out about conducting OA performance appraisals?
The Human Resources website:
and on-line faculty handbook:
Is there one OA appraisal form?
The three formats created for OAs offer different approaches to the appraisal process. All can be modified to more aptly describe specific position responsibilities, or departments can create their own forms or questionnaires that serve their specific professional communication needs.
Structured approach: This format asks the supervisor to score the OA on a variety of job-related criteria. It provides clear evaluative documentation for the employee and furnishes the opportunity for comments and examples. The template for this approach is under the heading of OA Performance Appraisals at
Conversation approach: This format asks the employee to reflect on his/her performance, goals, upcoming projects and challenges, and other criteria and to meet with the supervisor to discuss. Documentation of these conversations can be informal and general or more detailed, depending on the parties' preferences.
Narrative approach: This format asks the supervisor and/or the employee to describe performance in a written narrative form. It is similar to the conversation approach but offers a more formal structure.
In addition, a form (Third-party Input) is available to use or modify that solicits input from colleagues, customers, and/or subordinates about the OA's performance. Third-party input cannot be added to the officer of administration's permanent file unless the name of the person providing the input is furnished or the OA waives his/her right to review the information.
The university and the State Board of Higher Education have set out criteria upon which it is appropriate to evaluate an officer of administration's performance. It is up to the evaluating supervisor to make clear which of the performance criteria have the most bearing on successful performance within any particular administrative endeavor.
How often should OA performance appraisals be conducted?
Officers of Administration are entitled to an annual evaluation conducted by their supervisors. Current university administration has emphasized the expectation that appraisals will be conducted annually.
Do OAs have specific dates when their appraisals must be completed?
While it is expected that appraisals will be conducted annually, supervisors have some flexibility about the date of evaluation. The timing of the appraisal is not specifically tied to an OA’s hire date. Options include conducting appraisals in the spring before annual contract renewals or in the months proceeding scheduled salary increases. Some units schedule appraisals during times of the year (such as summer) when fewer students are present and workload may be lighter.
Must the appraisals be reduced to writing?
Human Resources recommends that performance appraisals be reduced to writing.
Once completed, where are the appraisals retained (i.e., filed)?
According to the Records Retention Schedule, the department holds the official record copy of evaluative documents for OAs.
Who has access to OA performance appraisals once filed?
The following parties may inspect an employee's departmental file:
• the employee
• the employee's supervisor or potential supervisor
• an employee's official representative with the employee's signed authorization
• Human Resources staff
• a representative of the Employment Relations Board with a subpoena or signed authorization
• a legally authorized law enforcement agency.
An investigatory office from the Bureau of Labor and Industry, Civil Rights Division, Department of Justice, or Equal Employment Opportunity Commission may inspect a record that is pertinent to an official investigation.
What can an OA do if he/she does not agree with the appraisal? Can he/she write a rebuttal?
An OA may write a rebuttal to their performance appraisal.
How confidential are appraisals?
Evaluative documents are to be treated as confidential documents. Please see the answer to the question regarding access.
Do the OA and/or supervisor have to sign the appraisal?
Human Resources recommends that performance appraisals be signed and dated by the reviewer and the employee.
Does the position description get updated when the appraisal is conducted?
Preparing for the appraisal is a good time to update the position description (PD). The appraisal process could begin by asking the employee to review the PD and indicate what has changed about their job over since the last appraisal. In this way the supervisor has timely knowledge of the technology, procedures, or processes being used in the position. For example, a position that once required use of Lotus 123 will use different tools to perform the same task.

Criminal, Credit and Related Background Checks