Background Check Information for Student Employees at USD

Employment at the University of San Diego is contingent upon successful completion of a background check. Effective July 1, 2012, all first-time student employees at the University of San Diego must complete a background check before the offer of employment is finalized.

Process for New Students

  • Apply for a Federal Work-Study position. Information about available FWS positions will be posted on the Student Employment page of the USD website during the first week of August. You are encouraged to apply for open positions prior to the beginning of the school year.
  • Students who have received an offer of employment must authorize the Student Employment Center to initiate a background check on their behalf. This can be done through the Federal Work-Study Request Form Financial Aid Requirement, or through the FWS/CWO Background Check Acknowledgement and Authorization Form. Students will receive an email directing them to the online portal maintained by USD’s background screening vendor, Truescreen, Inc. The email will be sent to the student’s USD email account by Truescreen’s Application Station.
  • Create your secure account, sign in and follow the online instructions to authorize your background check.  You may apply for positions, but may not begin working, before completion of your background check and New Employee Forms.
  • Any questions regarding the background check should be directed to the USD Office of Human Resources (Phone: 619-260-4594; Email: hr@sandiego.edu). There is no charge to the student for the background check
  • Apply for a job on campus. Information about campus departments that have non-Work-Study student positions appears on the Student Employment page of the Office of Financial Aid’s section of the USD web site, under the heading “Casual Workers”.
  • When you find a job, the supervisor will make a contingent job offer pending the successful completion of the background check.
  • After you accept the contingent job offer, the hiring supervisor or other authorized hiring authority will provide your USD email address to USD’s background screening vendor, Truescreen, Inc., to initiate the background check.
  • You will receive an email from Truescreen’s Application Station, directing you to their online portal to create a secure account. Sign in and follow the online instructions to authorize your background check.
  • The contingent offer may be finalized once the background investigation has been completed and the results accepted by the university. The student employee’s first day of work can then be established.

New Employee Forms

All new student employees are required to complete new employee forms: Confidential Employee Data, I-9, W-4, DE4 and Notice to Employee. Federal law requires that you complete Form I-9 and present the required original document(s) for visual inspection on or before your first day of work.

  • You may review all New Hire forms through the Human Resources web site at: http://www.sandiego.edu/hr/employment-eeo/forms.php. A list of documents acceptable for completion of the Form I-9 appears on page 3 of that form. Review the list and bring the required documents with you on or before your first day of work.
  • Discuss the W-4 form, for tax withholding, with your parents or a tax advisor on or before your first day of work.

Additional Information

  • Previous student employees who are returning to work after a break of one (1) year or less will not be subject to another background investigation unless requested by the hiring authority or Human Resources.
  • A more detailed description of the background check implementation process is available on the Human Resources web site at: http://www.sandiego.edu/hr/employment-eeo/pre-employment-background-checks.php