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.)
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 Process
- Program leaders will identify staff who will interact with youth during the program(s) and enter their information in the Youth Programs and Volunteer Registration System (YPVRS).
- 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.
Background Check Requirements and Request Forms
Sponsored or Endorsed Youth Programs and ISU Athletic Coach Camps and Clinics
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 the Youth Programs and Volunteer Registration System (YPVRS). 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.
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.
Youth Internships and Job Shadows
Individuals supervising or interacting with youth during youth internships and job shadows will generally be required to undergo the background check process outlined above.
ISU volunteers must have an approved background check on file prior to interacting with youth. Questions regarding your department's/unit's use of volunteers may contact the Youth and Volunteer Programs Manager at firstname.lastname@example.org or 515-294-6856.
- Background Check Request Form for Volunteers (single volunteer opportunities for job shadows and internships only)
Children in the Workplace
For situations subject to the Children in the Workplace policy, the ISU employee and any others who will have responsibility for the child (other than a parent or guardian) must have an approved background check.
Personnel engaged in research projects involving human subjects under age 18 must have an approved background check prior to any interaction or direct contact with youth research subjects. Principal investigators and faculty supervisors are responsible to ensure that background checks are completed as needed for research staff.