Applicant Has No Background Check On File
An applicant or current employee who does not have a background check on file.
Talent Acquisition
Pre-Employment Background Check (PEBC)
Hiring Department Guide
The University of Texas at Arlington requires Pre-Employment Background Checks (PEBCs) for certain applicants and employees as outlined in University policy. UTA partners with Background Connect, our authorized background check provider, to conduct pre-employment background screenings.
This guide helps hiring departments determine when a PEBC is required, who initiates the request, and what to expect throughout the process.
Once initiated, candidates will receive an email directly from Background Connect with instructions for completing their background check.
Pre-Employment Background Check Request
Hiring departments must complete and submit a PEBC Request Form for all candidates requiring a background check, including staff, faculty, student employees, volunteers, affiliates, and other hires.
Submit the completed form to hrcbc@uta.edu .
Once received, the appropriate TCE team will initiate the screening process with Background Connect.
When Is a Pre-Employment Background Check Required?
A Pre-Employment Background Check may be required based on an individual's employment history or change in position at UTA.
For complete requirements and exceptions, review the Criminial Background Check Policy (HR-E-PO-01)
Current Employee Applies for a New Position
A current employee applying for a position when the background check on file is more than 12 months old.
Former Employee Returns to UTA
A former employee returning to UTA after a break in service of more than six months.
Former Employee Rehired Within Six Month
Former employee returns after break in service of less than six months and previous background check is more than 12 months old.
Student Employee Moves to Staff Position
A student employee transitioning from a student role to a non-student position.
Not Sure If a PEBC Is Required?
Contact us for guidance.
The PEBC Process
Once a candidate has been selected, the Pre-Employment Background Check process begins. Follow the steps below to understand what happens next and who is responsible at each stage.The hiring department identifies the selected candidate and completes the appropriate hiring steps.
The hiring department completes the PEBC Request Form for the selected candidate and submits it to hrcbc@uta.edu. This requirement applies to staff, faculty, student employees, volunteers, affiliates, and other hires. Once the completed form is received, TCE will initiate the background check with Background Connect.
The candidate receives an email from BackgroundConnect with a secure link to begin the background check process.
The email will come from automation@instascreen.net. Candidates should check their spam or junk folder if they do not see the invitation.
The candidate follows the secure link and completes the required information, including:
- Required authorization forms
- Personal information
- Requested supporting documentation, if applicable
- Background questionnaire
Candidates should review their information carefully before submitting and save their Reference Number for future portal access.
BackgroundConnect conducts the required screening and returns the results to UTA for review.
Processing times may vary depending on the searches and verifications required.
Once a background check has been completed and cleared, the designated hiring contact will receive an automated email confirming that the candidate is approved to proceed with the hiring process.
View Sample Notifications
SAMPLE 1
SAMPLE 2
If Additional Review Is Needed
If a background check requires additional review, the TCE Background Check team will review the results and may contact the hiring department and/or the candidate for additional information or clarification.
The hiring department will be notified if additional review is required and provided with any necessary next steps.
No action is needed from the hiring department unless contacted by TCE Background Checks.
Not Receiving Notifications?
If you are not receiving background check notifications and believe you should be listed as a hiring contact, email hrcbc@uta.edu for assistance.
Which Applicant Guide Should My Candidate Use?
Share the appropriate Background Connect guide with your candidate based on whether they have a U.S. Social Security Number (SSN).
General Applicant Guide
For candidates with a U.S. Social Security Number
Provide step-by-step instructions for completing a Backgroud Connect questionnaire and accessing the applicant portal.
No SSN Applicant Guide
For candidates without a U.S. Social Security Number
Provides instructions for candidates completing a backgroun check without an SSN, including how to create and use a secure PIN.
Frequently Asked Questions
The hiring department is responsible for completing and submitting a PEBC Request Form for every candidate requiring a background check, including staff, faculty, student employees, volunteers, affiliates, and other hires.
Submit completed forms to hrcbc@uta.edu.
Ask the candidate to check their spam or junk folder for an email from automation@instascreen.net. If they still cannot locate the invitation, contact the Background Check Team for assistance.
Candidates without a U.S. Social Security number can still complete a background check. Provide the candidate with the No SSN Applicant Guide for instructions.
Candidates experiencing technical issues or needing assistance with the Background Connect portal should contact Background Connect directly at info@backgroundconnect.com or 832-834-3958.
Processing times vary depending on the searches and verifications required. Candidates should complete their BackgroundConnect questionnaire as soon as possible to help prevent delays.
The designated hiring contact will be notified when the background check has been reviewed and the candidate is cleared to proceed or if additional action is required.
Talent Acquisition will review the results in accordance with University policy and applicable procedures. The hiring department or candidate will be contacted if additional information or action is required.
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BACKGROUND CONNECT
SUPPORT
Help with questionnaires, portal access, or technical issues.
info@backgroundconnect.com832-834-3958
Safe Hiring.
Every Step.