University of Minnesota Duluth
MyU | Search | People | Departments | Events | News

 Department of Human Resources & Equal Opportunity

Workers' Comp

UMD Background Checks and Verifications

Reason for Policy-This policy supports Board of Regents Policy, Employee Recruitment and Retention, and provides business processes for Board of Regents Policy, Safety of Minors

It furthers important University efforts to provide a safe and secure environment for all University students, employees, and visitors to protect its funds, property, and other assets. Therefore, the University provides this formal process of background checks and verifications (1) to minimize institutional risk; (2 ) to comply with federal and state regulations that require it for specified positions; and (3) to help responsible hiring authorities make sound hires.

For student, civil service, labor represented, faculty, and P&A positions: the only form the hiring unit needs to complete is the UMD Background Check Request Cover Sheet (PDF).

For student clinical and field placements: The verification is designed to meet State school district guidelines governing adults with responsibility for children. UMD students who are assigned to a clinical and/or field placement must have a background check completed and on file with UMD HR&EO. The applicable cover sheet for field placements and more information is at UMD Student Clinical and Field Placements.

For background checks that need to be conducted under the Safety of Minors Policy, complete the UMD Background Check Request Cover Sheet for Safety of Minors (WORD).

When UMD HR&EO receives the completed cover sheet from the hiring unit, UMD HR&EO will initiate the background check with General Information Services, Inc. GIS will then notify the applicant with website and login instructions (the elink) for the applicant to complete the necessary forms online. For more student information, go to UMD Student Background Checks. For additional information with completing the background check, click here.

Be sure the applicant knows he/she will receive an email from, not UMD. Applicants are asked to create a user ID in order to enter the GIS system. The user ID the applicant should use is the e-mail address used to receive the email (which is the email address provided on the cover sheet). The applicant has five (5) days to complete the elink or it will be withdrawn.

Senior and Other High Level Leaders: 

  • Job Codes: 9301 thru 9330 and CFO
  • At UMD, also Job Codes: 9331–9336; 9345–9346, 9383
  • Background Check Request Cover Sheet for Senior and Other High Level Leaders (PDF)

GIS Background Check Prices:
Additional charges for more than one name or address may increase the final cost. If the applicant selects to receive their report from GIS, the cost is an additional $1.50.

For civil service, labor represented, faculty, non-sr. P&A:

Standard package


For senior and other high lever leaders:

Standard+Education+Employment package


Student Options:

Basic package
Basic+MVR package
Standard package(for credit card handling)
Standard+MVR package

$20.00+State Fee
$26.50+State Fee

State Fees Vary ($2.15-$23.00)

State Fee for MI
State Fee for MN
State Fee for ND
State Fee for SD
State Fee for WI

Global Watch/International



Policy: Background Checks and Verifications

Administrative Procedure: Conducting Background Checks and Verifications

General Information:

For applicants living in Minnesota (or Oklahoma or California), if a copy of the background check is desired, you must check the “report copy” box in order for a report copy to be mailed to you.  If you have an address in any other state, you must contact GIS in order to have a report copy mailed to you.  You will need to contact GIS at (877) 590-4012 and provide the work order number associated with your background check (or your social security number) to request that a report copy be mailed to you.

Background checks are good for 12 months from date of completion. If a transfer is within the 12 month period, then a new check would not be required at the time of transfer.

If you are not sure whether a certain event or situation would require a background check, contact UMD HR&EO. 

© 2016 University of Minnesota Duluth
The University of Minnesota is an equal opportunity educator and employer.
Last modified on 01/28/16 11:25 AM
University of Minnesota Campuses
Crookston | Duluth | Morris
Rochester | Twin Cities | Other Locations