What to Know About Student Background Checks in Higher Education

The basics of higher education student screening

Why do colleges and universities require student background checks?

Colleges and universities use background checks to help ensure students can meet the expectations of regulatory bodies and external placement partners. Many academic programs rely on hospitals, schools, government agencies, and community organizations to provide hands-on training, and these organizations often require screening before granting students access to their facilities.

Which students are most likely to need a background check?

Students who are most likely to need a background check are those who require clinical education, field experiences, internships, or direct interaction with vulnerable populations. The table below notes common field experiences that require background checks and why.

In many cases, participation in these experiences is a graduation requirement.

What student screening includes

What information is included in a student background check?

The specific components of student background checks vary by institution and its partners. However, most evaluate criminal history at a minimum. Additional searches may be required depending on the student's program and affiliate requirements. Below is an explanation of a few commonly used searches that students may encounter.

Social Security Number Trace

Helps verify identity information and identify jurisdictions that may need to be searched.

Criminal Records

Explore the results of common criminal history searches in our guides:

• Your Guide to County Criminal Records

• Your Guide to National Criminal Plus

• Your Guide to Federal Criminal Records

Sex Offender Registry Searches

Screens the national and state Sex Offender Public Registry (SOPR) lists for reportable records.

Sanctions and Exclusions Searches

Reviews databases, including the U.S. Department of Health and Human Services (DHHS) Office of Inspector General (OIG) sanctions list and the General Services Administration's (GSA) System for Awards Management (SAM) exclusion list. A presence on either may affect eligibility for healthcare placements.

What additional screenings may be required for clinical placements?

For clinical placements, additional screenings may be required for specialty or longer-term curricula. To read our coverage on this topic, visit What to Know About Nursing Clinical Requirements >

Compliance and regulatory requirements

Are student background checks regulated by federal or state laws?

Yes, student background checks are regulated by federal and state laws. Federal requirements are in place to protect applicants and ensure they are treated fairly, while state laws often cover licensing requirements for organizations and individuals.

Federal Requirements

Federal screening regulations are enforced by the Federal Trade Commission (FTC) and the Equal Employment Opportunity Commission (EEOC). They specify that users of consumer reports are required to screen without prejudice and follow federal disclosure, authorization, and adverse action requirements.

State-Specific Laws

Many states have laws governing criminal record reporting, background screening procedures, and eligibility requirements for professional licensure. Requirements may vary significantly by jurisdiction and profession. 

How do clinical sites influence student screening requirements?

Clinical sites play a significant role in determining student screening requirements. Because they control access to their facilities and patients, healthcare organizations often establish screening standards that support patient safety and minimize impacts to health. Because each develops its own policies, screening requirements can vary considerably between clinical sites.

What happens if a student has a criminal record?

Having a criminal record doesn’t always automatically disqualify a student. However, negative findings may affect eligibility for clinical placements, internships, or professional licensure. These are some factors that may be taken into consideration:

• Nature of the offense

• Time since the incident

• Program requirements

• Licensing board mandates

• Reconciliation steps taken

Students with reportable records are encouraged to discuss potential concerns with program administrators early to avoid delays and potential disqualification. 

Logistics and ongoing compliance

When should students complete a background check?

Students should complete background checks according to the timelines established by their academic program or external partner. In many cases, this means they must be completed as a condition of acceptance or shortly after admission to the program.

How long does a student background check take?

Student background checks can typically be completed within a few days. Turnaround times can vary, though, depending on the searches ordered, jurisdictions involved, and unforeseen delays. Students are advised to initiate the process several weeks before their given deadline.

Review Periods

Some organizations build a review window into their application process. Institutions associated with the Association of American Medical Colleges (AAMC), for example, might use their policy of providing ten (10) calendar days to contest results. 

How often are student background checks updated?

The frequency of student background checks depends on a few factors. Institutional policies, program requirements, and clinical partner expectations shape the need for recurring screenings throughout enrollment. Some common frequencies used in rescreening include:

• Annual (yearly)

• Continual (monthly)

• Rotation dependent

• Experience dependent