Background Check and Guide

Background checks are completed for employees (including student employees) and volunteers, per Policy 3.31 Background Checks for Employment. The University uses a third-party vendor to perform criminal history and sex offender background checks. Information regarding the requirement for background checks is found below. Driver’s license checks are processed dependent upon position requirements.

Departments are only notified by Human Resources regarding the results of a background check for employees if the results are flagged. The completion date of background checks are entered into Banner by Human Resources, and can be found in WSU Reporting.

Each department pays for background checks for their respective positions.

Background Check Requirements

Benefit Eligible Employees (New or Rehire)
  • New Hire: Required unless (a) prior background check is on file AND (b) prior background check on file is less than five (5) years old.
  • Rehire: Required if the break in service exceeds one year, even if a prior background check is on file. 
Graduate Student Employees
  • New Hire: Required unless (a) prior background check is on file AND (b) prior background check on file is less than five (5) years old.  
  • Rehire: Required if the break in service exceeds one year, even if a prior background check is on file.
Regular/Work Study Student Employees
  • New Hire: Required unless (a) prior background check is on file AND (b) prior background check on file is less than five (5) years old, if the position:
    1. requires handling of financial transactions, or
    2. requires direct interaction with minors, or
    3. will perform work on a project where a background check is required by contract or a third party.
  • Rehire: Required if the break in service exceeds one year, even if a prior background check is on file.
Lecturers
  • New Hire: Required unless (a) prior background check is on file AND (b) prior background check on file is less than five (5) years old.  
  • Rehire: Required if the break in service exceeds one year, even if a prior background check is on file.
Temporary Employees (U3/U4)
  • New Hire: Required unless (a) prior background check is on file AND (b) prior background check on file is less than five (5) years old, if the position:
    1. will last 6 months or longer, or
    2. requires handling of financial transactions, or
    3. requires direct interaction with minors.
  • Rehire: Required if the break in service exceeds one year, even if a prior background check is on file.

Employees moving to new / different position at WSU

Always required unless (a) prior background check is on file AND (b) prior background check on file is less than five (5) years old.  

 Volunteers
  • Always required, unless (a) there is a prior background check on file AND (b) prior background check on file is less than five years old, if the position: 
    1. requires handling of financial transactions, or
    2. requires direct interaction with minors, or
    3. requires access to IT systems.

 

 


SME: KT

Revised: 07/20/2026  NH