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How To Background Check for Staff

A Hiring Department’s step-by-step guide for staff background checks


Step 1

Identify if a position is critical and subject to a background check


  1. Upon completion of a new job description or update/change of an existing job description complete the Background Check Worksheet During the classification review, Compensation will review and confirm if a background check is required based on policy criteria
  2. Employees hired into a critical position must clear a background check prior to the start date of the new position.



Step 2

Conditional Offer- Background Request to your HR Recruiter



  1. Upon selection of finalist, a conditional offer (verbal or letter) will be provided. Finalist will receive separate email with instructions to complete background check process.  A start date will be established after the completion of background.
  2. HireRight Background: Recruiter will provide information to finalist with instructions to complete disclosure forms.  Finalist completes HireRight disclosure forms online.
  3. Livescan Background: Department submits Livescan Request to Police Department and provides the Request for Livescan Service Form for new hire to complete and schedule an appointment for Livescan with PD.  Only limited positions may utilize livescan for background check, please work with your recruiter to identify when it is appropriate to use Livescan. 

NOTE: There are positions that require livescan due to licensing/and or other state, local, or federal regulatory requirements (i.e. ECEC teachers, PD Officers, Medical positions or federal funding).  Livescan and HireRight both provide the same level of criminal history background check required for critical positions per UC Policy.  However, as of 1/1/24 livescan will only provide federal results for the positions listed above. Unless the position requires livescan, the default for background checks will be HireRight.  A hire shall NOT begin work until background check has cleared.

Step 3

Results notification



  1. Recruiter will notify appropriate hiring authority of results
    • If the individual meets the hiring criteria the department will be notified and the offer/hiring process or new assignment of duties may proceed. Recruiter will authorize Final Offer Letter with a start date for signatures.
    • If the individual does not meet the hiring criteria, the hiring department head along with the AVC for HR will determine if the department shall make the final appointment based upon the guidelines of the Background Check Procedure.

NOTE: All UC Merced employees who receive access to background check information obtained from the DOJ and/or FBI or a background check agency must first undergo a background check themselves and complete training. Recipients of DOJ and/or FBI information are required to maintain confidentiality and only share information with authorized individuals in accordance with University, Department of Justice, and FBI regulations. Penalties for improper and unauthorized disclosure of background check information may include criminal prosecution as authorized by California Penal Code §§ 11140, 11142, and 11143, including termination of employment for just cause.


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