Ohio University

About Criminal Background Checks

Frequently Asked Questions

Where can I find a copy of the Criminal Background Check policy?

A copy of the criminal background check policy can be found here.

How do I know if I need a background check?

You need a background check if you are:

  • A newly accepted student getting ready to matriculate
  • About to go to your clinical site (typically between the second and third years)
  • Repeating a year
  • Off the typical cycle and planning to return to either classes or your clinical site – this could be for any of the following reasons:
    • You have taken a leave of absence (LOA) for any reason
    • You are a dual degree student who has been away from HCOM working on your other degree
    • You are a Primary Care or OMM Associate

Does it matter when it’s done?

Yes. Here’s how to know when you should get a background check:

  • Newly accepted students or other students entering the graduating class of 2024: Dates to be determined and will be communicated to you directly via e-mail.
  • All students between years two and three, prior to starting a clinical site: April 3 - May 3, 2019 (check your academic calendar for times and locations).
  • Anyone who has been off cycle (dual degree students or Associates, returning from of a LOA, etc): 60 days prior to your proposed return to classes or clinical rotations.

Where can you get a background check done?

OU-HCOM is using CastleBranch, a third-party vendor, to manage all Criminal Background Check requests and results. You will receive a detailed email with further instructions close to your background check window dates.

What type of background check is required?

The background check must be a FINGERPRINT background check, and you need both a state and an FBI check.

I’m being asked for a “reason code.” What do I say?

The Ohio Revised Code when requesting the in-state background check (BCI) is Other- Medical School, and the Authorized Reason Code for the FBI background check is Volunteer Children’s Act, NCPA/VCA.

How often do I need to do a background check?

Generally speaking, a background check is good for two years. If you follow the normal four-year cycle, you’ll get one before your first year starts, and another before your third year starts.
If you are off-cycle for any reason, you have to re-do your background check before you return to classes or your clinical site.

Where are results sent?

Results are always sent to the Admissions office on the Athens campus. Always. It doesn’t matter if you’re on the Athens, Dublin, or Cleveland campus, nor does it matter if you’re at a clinical site. All results are ALWAYS sent to the Admissions office on the Athens Campus.

Here is the exact address:
OU-HCOM Admissions
Attn: Jill Harman
Grosvenor Hall 102
1 Ohio University
Athens, OH 45701

Can I get a copy of my background check?

You always have access to your background checks in E*Value and through your CastleBranch portal.