Background checks are required annually for faculty, staff, students, and volunteers who work with youth or will interact with youth during an ISU youth program. Online or virtual youth programs are subject to the same background check requirements as in-person youth programs. The type of interaction an employee or volunteer will have with youth determines the type of background check performed. At a minimum, this must include a check of the National Sex Offender Registry. It may also include criminal record check, motor vehicle record (MVR) check and others.
Approved background checks must be on file prior to interacting with youth under the following circumstances:
- Interaction with youth in a public/group setting when a university activity is specifically offered for children or the youth activity (regardless of sponsorship) takes place on ISU owned or leased property
- When an individual has supervisory responsibilities for youth participants or youth programs
- Involvement in an overnight youth program
- Unsupervised or one-on-one contact with a youth program participant
- Interaction involving physical contact with a youth program participant (e.g., swimming, wrestling, dance, etc.)
- Driving responsibilities for youth (which also requires a motor vehicle record check)
- Involvement by anyone for whom state law requires a criminal background check (mandatory reporters such as teachers, medical professionals, etc.)
Other activities involving youth:
- Individuals supervising or interacting with youth during youth internships and job shadows
- Personnel engaged in research projects involving human subjects under age 18
- Volunteers to ISU departments/units who interact with youth (both in and outside of youth programs)
- For other situations subject to the Children in the Workplace policy
If you have questions about whether a background check is required, please contact us.
Program leaders are responsible for ensuring completion of background checks and maintaining records for all personnel, including volunteers, prior to interacting with youth at an ISU youth program. An individual who has been convicted of an offense for which he/she must register with the Iowa or National Sex Offender Registry may not serve in any capacity for an ISU youth program or any youth program held on ISU property.
Background Check Requirements
All programs and interactions with youth outside of Third Party Youth Programs
For Sponsored and Endorsed programs, the Office of Risk Management (ORM) will initiate a background check once program leaders have received program approval and have entered program personnel information through Cy Check. Near the bottom of the ‘New Event/Session’ page in YPVRS program leaders are able to add program staff. Staff can be added individually or by uploading a spreadsheet. Once staff are added, the system will display each individual’s requirements and send them an email instructing them which items they need to complete.
For youth internships, job shadows, research projects with human subjects under age 18, ISU volunteers, and other situations subject to the Children in the Workplace policy, submit a request through Cy Check.
Third Party Youth Programs
‘Third Party’ is defined as an individual, organization or entity that is external to Iowa State University (i.e., not employed by Iowa State University and not an ISU department or unit). Program leaders for Third Party programs are responsible for ensuring completion of background checks and maintaining records for all personnel, including volunteers, who work at a youth program on ISU property. At a minimum, this must include a check of the National Sex Offender Registry. An individual who has been convicted of an offense for which he/she must register with the Iowa or National Sex Offender Registry may not serve in any capacity for a youth program at ISU. ORM reserves the right to review records for compliance with background screening requirements.
Background Check Process
- Program leaders will identify staff who will interact with youth during the program(s) and enter their information in Cy Check.
- ORM will order background checks through HireRight, our third party background check provider.
- HireRight will then send an e-mail invitation to each person ("applicant") who needs a background check. The e-mail will come from CustomerSupport@hireright.com with the subject line, "Iowa State University Office of Risk Management Background Verification Request," and will contain a link to begin the background verification process.
- Applicants will provide personal information and their disclosure and authorization. To complete the online disclosure and authorization, applicants will provide their social security number, date of birth, seven years of residential history, and driver's license information (if transporting minors in a youth program/event).
- It is important that applicants respond as soon as possible to HireRight's email. Failure to provide the information requested within 7 business days may result in an applicant’s denial to participate in a youth program.