Frequently Asked Questions about Background Checks
Who must have a background check?
Yale’s Policy on Health and Safety of Children and Youth requires background checks for the following people:
- Organizers, supervisors, program staff, and volunteers 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.
Who requests the background check?
The person whose background is being checked must request the background check.
Who performs the background check?
HireRight, Inc., the same company that performs pre-employment background checks for Yale.
How do I request a background check?
You may request a background check through the website of Yale Programs for Children and Youth: https://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.
What information is included in a background check?
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 a minor.
How much does a background check cost?
A background check costs about $50, but there may be supplemental charges as well. A motor vehicle record check costs about $3.
Who pays for the background check?
Each program bears the costs of background checks. If your program or sponsoring Yale department has Yale charging authority (a “COA”), it must provide the COA 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 COA. Programs that do not have COAs will receive an invoice for the cost of the background checks and will need to pay with a check. The check will need to be hand delivered at the Office of General Council.
How long does it take to perform a background check?
Normally, results are available within two to ten days after receipt of authorization to conduct the background check.
Who sees the results of a 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.
How does Yale protect my privacy?
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.
What happens if I do not pass the background check?
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 work with a minor.
What if I am a Yale employee and I have already had a background check?
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.
What if I am being hired as a Yale employee and am already undergoing a background check as part of the hiring process?
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.
Do I need to repeat a background check periodically?
You will need to repeat a background check if you have been absent from Yale for more than six months.
What if I have never lived in the United States?
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.