How Do Colleges Do Background Checks for Criminal Records?

Estimated reading time: 7 minutes

Why Colleges Perform Background Checks

Higher education institutions are increasingly evaluating applicants beyond academics. Safety, liability, and campus integrity all play a role in why many colleges run criminal background checks.

Reasons include:

• Ensuring campus safety
• Protecting institutional reputation
• Complying with state or federal regulations (especially for health-related or licensure programs)
• Assessing housing eligibility or off-campus programs

In certain fields—like nursing, education, law enforcement, or counseling—a clean background is often a legal prerequisite for admission or licensure.

When Background Checks Are Conducted

Colleges may conduct background checks at several stages:

1. During application review – typically after initial academic vetting
2. Before admission to specific majors – e.g., teaching or health sciences
3. As a requirement for on-campus housing
4. Before participation in clinicals, internships, or externships

Some schools also run periodic re-checks for students in long-term placements or high-security programs.

What Colleges Look for in Background Checks

Schools typically investigate:

• Felony and misdemeanor convictions
• Pending criminal charges
• Juvenile offenses (in some cases)
• Sex offender registry status
• Arrest history (if included in public records)
• Restraining orders or court-imposed probation

Types of Records Included:

• State and federal criminal records
• County-level court databases
• Department of Corrections data
• National criminal database scans (such as the FBI’s NCIC system)

Private institutions may also use third-party consumer reporting agencies, which scrape public data from:

• Mugshot websites
• Court document repositories
• Local police blotters

Do All Colleges Conduct Criminal Background Checks?

No. Background check policies vary by:

• State – some states restrict access to sealed or juvenile records
• Institution type – public vs. private
• Program requirements – healthcare, education, law enforcement often require it

According to the American Association of Collegiate Registrars, only about 60% of institutions require any disclosure of criminal history on applications. Fewer run full checks.

However, omission or dishonesty may be grounds for dismissal—even if the record wouldn’t have disqualified you.

How Background Checks Are Performed: Step-by-Step

Step 1: Disclosure on Application

Many schools ask:

txtCopyEdit“Have you ever been convicted of a crime or pled guilty to any criminal offense?”

Applicants may be required to explain:

• The nature of the offense
• Court outcomes and penalties
• Steps taken toward rehabilitation

Step 2: Authorization and Consent

If the school proceeds with a full check:

• You’ll be asked to sign a waiver or consent form
• They may run a check through a third-party vendor (e.g., HireRight, Sterling, CastleBranch)

Step 3: Review of Records

An admissions committee or conduct board will:

• Examine the record contextually
• Evaluate potential risk to the campus
• Consider how long ago the offense occurred
• Weigh rehabilitation efforts

Step 4: Applicant Notification

Applicants may:

• Be asked to submit additional documents (expungement orders, court resolutions)
• Be denied admission with written notice
• Receive conditional acceptance (probationary terms)

State Regulations That Impact College Background Checks

For detailed summaries, visit Ban the Box State Laws

Additional Considerations in Background Review

Role of Conduct Committees

At many institutions, a student conduct committee or background review board evaluates flagged applications. These panels:

• Assess the student’s potential for reintegration
• Request interviews or letters of reference
• Review details from parole officers or legal professionals if needed

This step allows schools to uphold accountability while acknowledging rehabilitation and growth.

Background Checks for International Students

International students may also undergo background evaluations depending on:

• Their intended major
• Visa and travel restrictions
• Participation in work-study or federal research programs

U.S. colleges do not have direct access to foreign criminal databases but may request official documents from the applicant’s home country.

Housing, Athletics, and Campus Employment Checks

Housing Applications

Some colleges screen applicants for on-campus housing using separate background criteria.

• Past criminal conduct can influence roommate assignments or deny housing entirely.
• Some housing applications may ask about restraining orders or sex offender registration.

NCAA and College Athletics

Athletes applying to NCAA programs are subject to additional background scrutiny, particularly if the student will receive a scholarship. Issues of:

• Substance abuse
• Assault
• Title IX violations
  …can impact both eligibility and future playing time.

Campus Employment

Students applying for:

• Research assistantships
• IT roles
• Residence advisor positions
  …may undergo further vetting.

Schools may conduct fingerprint-based checks, drug screenings, and Social Security verification for work-study or grant-funded roles.

Trends in College Background Checks

“Ban the Box” Movement in Higher Ed

A growing number of schools are joining the “Ban the Box” initiative, which:

• Removes criminal history questions from applications
• Encourages holistic review practices

This policy shift is intended to eliminate early bias and allow context later in the admissions process. Learn more from The Education Trust.

Tech and Data Integration

Colleges are beginning to integrate advanced software that:

• Automates checks using AI
• Scrapes social media for behavioral red flags
• Flags discrepancies in criminal or identity data

While controversial, this automation is shaping the future of background reviews in higher education.

Reform-Driven Admission Commitments

Many universities now commit to second-chance policies. These include:

• Dedicated support for formerly incarcerated students
• Peer mentoring and advocacy networks
• Scholarships for students overcoming legal barriers

Examples include the Underground Scholars Initiative at UC Berkeley and similar programs across the country.

How Criminal Records Can Affect Admission

Potential Outcomes:

• Unconditional admission: minor or dated offenses
• Conditional acceptance: periodic reviews, behavior agreements
• Denial of admission: for violent crimes, ongoing cases, or dishonesty

Admissions panels often differentiate between:

• Arrests vs. convictions
• Sealed vs. expunged records
• Felony vs. misdemeanor charges

Colleges tend to favor transparency. Honest disclosures with documentation of rehabilitation carry significant weight.

How to Remove or Address Criminal Records Before Applying

1. Seek Expungement or Sealing

• Many states offer record-clearing for nonviolent, first-time, or juvenile offenses
• File a petition through the court or use legal aid

2. Obtain Court Documents

• Have proof ready: case dismissed, diversion completed, or charge reduced

3. Prepare a Personal Statement

Include:

• Circumstances of the offense
• Growth and rehabilitation
• Why you’re pursuing education

4. Check Your Background First

Use online resources or request a consumer report to see what schools may find:

• FBI Identity History Summary Check
• National Student Clearinghouse Verification

What to Do If You’re Denied Admission Due to Criminal Records

1. Request Detailed Explanation

You have a right to know:

• Which parts of your record affected the decision
• What criteria were used
• Whether any appeal process exists

2. File an Appeal

Most schools offer:

• A written appeal process
• Access to a student advocate or ombudsman
• The ability to present new documentation (e.g., updated expungement, reference letters)

3. Consider Alternative Routes

• Start at a community college with open admissions policies
• Reapply after completing more rehabilitation programs
• Build a strong academic and personal track record before transferring

Final Checklist for Applicants with Criminal Records

✅ Run a background check on yourself
✅ Review your record for expungement or sealing eligibility
✅ Be honest on applications if asked
✅ Prepare a written narrative and supporting documentation
✅ Work with a reentry or legal aid organization if needed
✅ Consult Remove Arrest if your record is online

Remove Arrest: Your Partner in Clearing Online Records

Before applying, make sure Google isn’t displaying:

• Mugshots
• Court PDFs
• Arrest summaries

Remove Arrest can help with:

• Expungement-backed takedown requests
• De-indexing court records from Google
• SEO suppression of mugshot sites
• Sealing outdated or dismissed arrest info

Get a free criminal record visibility audit to protect your academic future.

Frequently Asked Questions (FAQ)

Related Contents:

• Intelius vs. Radaris: A Comparative Review
• Arrest Record Expungement Process by US State
• How long do mugshots stay online?
• Are Mugshots Online an Invasion of Privacy
• Remove Iowa Mugshot and Arrest Record Online