Criminal Background Check (CBC) Process for Student Employment

Student Employment Background Check Overview

Michigan State University is dedicated to providing a safe, inclusive, and enriching educational environment for all students, faculty, and staff. In support of this commitment, the university conducts criminal background checks (CBCs) for student employment positions where appropriate.

This page outlines the process for initiating and completing Student Employment CBCs. Information obtained through the background check may be used to evaluate a candidate’s eligibility for employment or continued employment at MSU.

Practice

Criminal background checks (CBCs) are strongly recommended, however, they are not mandatory but can be required by the department if the undergrad position handles money, financial information, and/or works with minors or other vulnerable populations.  Student employees who apply for a position in which a background check is recommended may not be allowed to begin employment until a CBC has been completed.

Note: Requirements for Graduate Student CBC.

Procedure

The Student Employee CBC Authorization Forms should be submitted to MSU HR a minimum of ten (10) business days before the student’s start date. 

• Student Employee CBC Authorization Form 

Hiring Department Responsibilities:

Departments hiring student employees at Michigan State University (MSU) must follow these steps when a criminal background check (CBC) is required:

• Decide whether the student position requires a criminal background check based on MSU policy.
• Inform the student employee if a background check is required for the role.
• Accurately fill out Section 1 of the Student Employee Criminal Background Check (CBC) Authorization Form.
• Ensure the student employee completes Section 2, including their signature and the date.
• Submit the Completed Form to MSU Human Resources:

Forms may be submitted via:

• Email: cbc@hr.msu.edu
• Mail: MSU Human Resources
  Attn: Compliance Team
  1407 S. Harrison Rd, Suite 110

If a student employee believes a recent background check has already been completed through Human Resources, departments may verify by contacting HR at cbc@hr.msu.edu.

Completing Section 2 of the Authorization Form

The student employee must complete Section 2 of the Student Employment CBC Authorization Form and select the authorization checkbox and providing their signature and date to consent to the criminal background check.

Note: The Criminal History section includes all recorded misdemeanor and felony charges, as well as any pending felony charges. A “Yes” response does not automatically disqualify an individual from employment consideration.

Once completed, the signed form should be submitted to MSU Human Resources by the student or hiring department using one of the methods listed above.

MSU Human Resources Responsibilities:

Initiates the CBC once an authorization form is received using the following tools:

• • Michigan Internet Criminal History Access Tool (ICHAT).

  • Michigan Department of Corrections' Offender Tracking Information System (OTIS).

  • National Sex Offender Public Website (NSOPW).

  • NOTE: Foreign nationals who come to the university directly from residence outside of the US are not required to undergo a criminal background check as they have obtained necessary background clearances through the Department of Homeland Security. However, if they have been living in the US for at least six months, a criminal background check is required.

• Reviews CBC results and assesses eligibility.

  • The assessment of a candidate’s criminal history will take into account:
    • The nature and gravity of any criminal offense(s);
    • The individual’s age at the time of the offense(s);
    • The quantity and type of offense (felony, misdemeanor, traffic violations, etc.);
    • The sentence or sanction for the offense and compliance with the sanction(s);
    • The amount of time that has passed since the offense and/or completion of the sentence(s);
    • Whether there is a pattern of offenses.
    • Whether the offense arose in connection with the applicant’s prior employment.
    • Information supplied by the applicant about the offense(s);
    • Work record and references after the offense(s);
    • Subsequent criminal activity; and
    • Truthfulness of the applicant in disclosing the offense(s).
    • MSU HR may consult with the department to evaluate the relevancy of the applicant’s criminal history to the position the candidate is seeking. MSU HR may also seek advice and guidance from other university offices, such as the MSU Police Department and Office of the General Counsel.
    • Notifies department via email of the outcome of the CBC for those that are not eligible.
    • Performs applicable record keeping.

Impact of CBC and Sex Offender Registry Results:

The following types of convictions will normally render an individual ineligible to work as a student employee on campus for the above-mentioned positions:

• Drug distribution activity or felony drug possession
• Sexual offenses
• Crimes of violence involving physical injury to another person
• Child abuse, molestation or other crimes involving child endangerment
• Murder
• Kidnapping
• Any other felony or crime involving moral turpitude

Note: Individuals who will have direct contact with minors are generally ineligible for student employment if they are listed on any sex offender registry

Refer questions to MSU Human Resources by emailing cbc@hr.msu.edu.