Student Background Check
Background Check Process
- A background check will be initiated within 24 hours after emailing your Student Employment Authorization form to firstname.lastname@example.org
- The student and department will be notified via email, that a background check has been initiated.
- The student will receive a separate email from ACCURATE that will require action and the submission of documents.
- Once the background check is complete, the department and student will be notified via email.
Does my student need a background check?
Background checks that are currently "required by law" will need to be run for student staff.
Positions in which background checks are currently required by law include, but are not limited to the following:
Sworn CSU Police Personnel
Police Office Cadets
Positions with direct contact with minor children at a camp operated by the CSU
Positions with access to patients, drugs or medication, controlled or hazardous substances
Positions with access to stored criminal offender record information
Students who have access Level 1 data.
What is Level 1 Data?
Level I Data is currently defined as Information that may be classified as confidential based on criteria including but not limited to:
- Disclosure exemptions - Information maintained by the University that is exempt from disclosure under the provisions of the California Public Records Act or other applicable state or federal law
- Severe risk - Information whose unauthorized use, access, disclosure, acquisition, modification, loss, or deletion could result in severe damage to the CSU, its students, employees, or customers. Financial loss, damage to the CSU’s reputation, and legal action could occur
- Limited use - Information intended solely for use within the CSU and limited to those with a “business need-to know”
- Legal Obligations - Information for which disclosure to persons outside of the University is governed by specific standards and controls designed to protect the information.
Examples of Level 1 – Confidential information include but are not limited to:
- Passwords or credentials that grant access to level 1 and level 2 data
- PINs (Personal Identification Numbers)
- Birth date combined with last four digits of SSN and name
- Credit card numbers with cardholder name
- Tax ID with name
- Driver’s license number
- State identification card and other forms of national or international identification (such as passports, visas, etc.) in combination with name, Social Security number and name, Health insurance information
- Medical records related to an individual
- Psychological Counseling records related to an individual
- Bank account or debit card information in combination with any required security code
- Access code or password that would permit access to an individual's financial account
- Biometric information
- Electronic or digitized signatures
- Private key (digital certificate)
- Law enforcement personnel records
- Criminal background check results
How often do we need to renew a student’s background check?
A student background check does not need to be renewed after the original passed status is received unless:
- A Student Assistant is newly hired into a position requiring a background check and then has a break in service of one semester or longer after their original first twelve (12) months of employment.
- A Student Assistant is being rehired into the same position and the student had a break in service of more than 12 months, regardless of when the previous background check was done.
- A summer-only Student Assistant is hired or rehired into the same position and the student had a break in service of an entire summer.
- However, if additional sensitive duties warrant a different type of background check that was not conducted previously, the appropriate background check should be conducted upon re-hire. For example, if the Student Assistant’s re-hire appointment is responsible for working directly with minors when the previous employment did not include that responsibility, the campus should require the Student Assistant to complete the sex offender registry requirement upon rehire.”
Sensitive positions are those designated by the CSU as requiring heightened scrutiny of individuals based on the potential for harm, concerns for safety and security, or risk of financial loss to the CSU community.