Frequently Asked Questions about Background Checks
Yale’s Policy on Health and Safety of Children and Youth requires background checks for the following people:
- Organizers and supervisors of overnight, athletic, or non-Yale programs;
- Yale faculty and staff members who work with minors as part of their Yale employment; and
- Members of the Yale community whose service as organizers or supervisors is likely to involve interaction with individual minors, out of the view of others.
The person organizing your program will tell you if you need a background check.
The person whose background is being checked must request the background check.
HireRight, Inc., the same company that performs pre-employment background checks for Yale.
You may request a background check through the website of Yale Programs for Children and Youth: http://programs-minors.yale.edu/background-check-request-form. Be sure to select the correct program name from the drop-down menu. Failure to do so could delay the background check. Within 48 hours of completing the request, you will receive an e-mail directly from HireRight requesting additional information and authorization to conduct the check. HireRight will not start the check until it has received the information and authorization.
At a minimum, background checks performed for Yale include a Social Security number verification and a criminal history check (including sex offender registries) in all jurisdictions where you have lived. Yale may also request a motor vehicle records check if you are expected to transport program participants.
A background check costs about $50, but there may be supplemental charges as well. A motor vehicle record check costs about $3.
Each program bears the costs of background checks. If your program or sponsoring Yale department has Yale charging authority (a “PTAEO”), it must provide the PTAEO at the time that it registers its program with the Committee on Programs for Children and Youth, and background check charges will be applied to that PTAEO. Programs that do not have PTAEOs will receive an invoice for the cost of the background checks.
Normally, results are available within two to ten days after receipt of authorization to conduct the background check.
HireRight will send the background check results to Yale’s Office of the General Counsel, which may review the information with a representative of Yale Human Resources. Your program will then be told if you have passed. No other information will be shared with the program.
Yale policy and state and federal law recognize your right to privacy and prohibit Yale employees and others from seeking out, using, or disclosing background check information, except within the scope of their assigned job duties. The Office of the General Counsel serves as the office of record for background check results and maintains strict confidentiality. Programs do not receive any details of the background check; they are told only whether you have passed.
There is a process for disputing the results of a background check, and you will receive instructions on how to do that if you do not pass. If the results of your background check do not meet Yale’s criteria and you do not successfully dispute the results, you will not be able to participate in your program.
You will still need to complete the background check request on the website of Yale Programs for Children and Youth. If Yale’s records show that you have already had a background check, you will be notified and there will be no charge to your program. However, if you need a motor vehicle record check for your program, and that was not part of your pre-employment check, it will have to be performed.
If you are being hired as a new employee of Yale University, your background check will be done via the normal hiring process. You should still complete the background check request on the website of Yale Programs for Children and Youth and check the box indicating you are a new employee. If Yale’s records show that your background check is underway or completed, you will be notified and there will be no charge to your program. However, if you need a motor vehicle record check for your program, and that is not part of your pre-employment check, it will have to be performed.
You will need to repeat a background check if you have been absent from Yale for more than six months.
Yale can only complete a background check for someone who has either lived or worked in the United States and has a U.S. Social Security number. Those who have never lived or worked in the United States must pass a federal background check to obtain a work visa, and this government background check meets Yale’s requirements.