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 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: complete the UMD Background Check Request Cover Sheet. For additional information and instructions for completing the background check, click here. For more information specifically for students, go to UMD Student Background Checks.

For student clinical and field placements: complete the UMD Background Check Request Cover Sheet for 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. For more information on field placements, see 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.

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.

Be sure the applicant knows he/she will receive an email from GIS ( or, 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 days to complete the elink or it will expire. If the applicant experiences difficulties while completing the background check, the applicant should contact GIS at 855-626-7345. For additional information and instructions for completing the background check, click here.

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:

The final cost of a background check varies and prices are subject to change without notice.  Additional charges for more than one name, address, and various state court fees will increase the final cost.  As well, if the applicant selects to receive a copy of his/her report from GIS, the cost is an additional $1.50. 

Standard: $24.25
Standard + MVR: $26.15 + MVR State Fee
Basic: $16.25
Basic + MVR: $18.15 + MVR State Fee
Standard + Education + Employment: $51.95 + education and employee fees
Global Watch: $125.00 + cost of selected package
MVR only: $1.90 + MVR State Fee

MVR State Fees vary ($2.15 - $23.00):  Some of the more common state fees are:

MI: $11.00
MN:  $5.00
ND: $3.00
SD:  $5.00
WI: $7.00
IA: $8.50

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, the applicant must check the “report copy” box in order for a report copy to be mailed to him/her.  If the applicant has an address in any other state, the applicant must contact GIS in order to have a report copy mailed to him/her.  The applicant will need to contact GIS at (877) 590-4012 to request that a report copy be mailed to him/her.

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

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

© 2017 University of Minnesota Duluth
The University of Minnesota is an equal opportunity educator and employer.
Last modified on 01/03/17 02:57 PM
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