Cincinnati Background Check for Employment: A Complete Guide [2025]

Hiring the right team is essential for building a successful business. Even a quick background check helps you avoid costly hiring mistakes.

It confirms a candidate’s qualifications, verifies important details, and helps ensure they’re the right fit for your team.

At iprospectcheck, we deliver fast, accurate, and fully compliant background checks for employers in Cincinnati and throughout Ohio.

This guide covers important laws and helpful tips to help you stay compliant and make informed hiring choices.

What is a Cincinnati Employment Background Check?

An employment background check in Cincinnati reviews a candidate’s criminal history, education, work experience, licenses, and other key details to help determine if they’re a suitable match for the position.

Ohio employers use background checks to verify the accuracy of an applicant’s information, ensuring hiring decisions are based on verified facts rather than just what’s presented on a resume.

Why Do Employers in Cincinnati Conduct Background Checks?

Cincinnati employers conduct background checks for several key reasons:

1. Promote Workplace Safety

Background checks help Cincinnati employers identify any past behavior that could pose a safety concern to employees, customers, or others.

These screenings support informed hiring choices and contribute to a secure work environment.

2. Support Fair Hiring Practices

Applying the same screening process to every applicant helps ensure a fair and unbiased hiring approach.

3. Comply with Regulations

Many industries in Ohio must follow state and federal guidelines that require background checks.

For instance, employers regulated by the U.S. Department of Transportation (DOT) must carry out DOT background screenings and drug testing for safety-sensitive roles.

Cincinnati is home to key sectors like logistics, healthcare, and manufacturing—fields where compliance is important.

Jobs at Cincinnati/Northern Kentucky International Airport (CVG) typically require a federal 10-year background check, valid driver’s license, and drug test—standard steps to ensure airport security.

Cincinnati Children’s Hospital Medical Center (CCHMC) conducts comprehensive background and criminal records checks on final candidates to help protect vulnerable populations and maintain data security.

The University of Cincinnati runs background checks on all new hires—except faculty and student workers. Temp staff, affiliates, and anyone working with kids at campus camps also need a criminal history check before starting.

4. Minimize Negligent Hiring Risks

Failing to screen applicants properly can result in legal consequences if an employee causes harm.

Conducting thorough background checks shows that a company took responsible steps in the hiring process and helps defend against negligent hiring claims.

5. Build Trust with Clients

Many roles involve access to confidential data—whether it’s medical records, financial information, or personal details.

Verifying candidates’ backgrounds helps ensure dependability and limits the risk of data misuse.

Clients are more likely to work with organizations that are committed to integrity and security.

6. Protect Corporate Reputation

Employees represent your brand, especially in customer-facing roles.

Background checks can help prevent bringing on individuals with a history of misconduct that could negatively impact your business image or client relationships.

What Information Appears on a Cincinnati Background Check?

The details included in a Cincinnati employment background check vary based on the specific types of searches requested.

However, most background checks typically include the following components:

Criminal History

A criminal background check may show whether an individual has any convictions or active criminal cases.

Common details found in these reports include:

• Case number
• Jurisdiction
• Date of offense
• Type of charges
• Classification (felony or misdemeanor)
• Final disposition and date
• Sentence (if applicable)

Employers should not automatically disqualify candidates based on a past conviction.

Instead, each case should be reviewed for its relevance to the role and any safety considerations.

Additionally, consumer reporting agencies (CRAs) are prohibited from reporting expunged, sealed, or pardoned records.

Employment Verification

Employment verification confirms a candidate’s work history. This typically includes:

• Names and addresses of previous employers
• Dates of employment
• Positions held and job titles

This helps verify professional experience and may highlight any unexplained employment gaps.

Education Verification

Education verification checks that applicants meet the educational requirements for the job. It usually includes:

• School names and addresses
• Dates of attendance
• Degrees or certifications earned

Professional License Verification

For positions in regulated industries, confirming professional licenses is essential. This check typically provides:

• License number and current status
• Dates of issue and expiration
• Issuing organization
• Any public disciplinary history

This ensures that candidates are properly licensed for the role.

Identity Verification

Identity checks help confirm that the background report belongs to the right individual. They usually include:

• Legal name and any known aliases
• Residential history
• Date of birth

This information may also help identify which jurisdictions should be included in the criminal background search.

Motor Vehicle Records (MVR) Check

For positions that involve driving, an MVR check is important. It generally includes:

• Driver’s license number and classification
• License issuance and expiration dates
• Legal name and current address
• Record of traffic violations or infractions
• License suspensions or revocations

This check helps verify whether a candidate is a qualified and insurable driver.

Important Laws and Regulations

Federal Laws

Fair Credit Reporting Act (FCRA)

The Fair Credit Reporting Act (FCRA) is a federal law that protects individuals’ privacy and sets the rules for how background check information can be gathered, shared, and used during hiring.

It limits how far back certain records can be reported for jobs paying less than $75,000 per year.

For those positions, the following information can’t be included if it’s more than seven years old:

• Arrests that didn’t result in convictions
• Paid tax liens
• Civil lawsuits and civil judgments
• Chapter 13 bankruptcies (Chapter 7 may still be reported for up to 10 years)
• Accounts in collections

Employers must provide candidates with a separate, standalone notice about the background check without any additional text included.

They must also get written consent from the applicant before conducting the screening.

If a candidate is denied based on the report, the employer must follow the FCRA’s adverse action procedure before making a final decision.

Fair Chance to Compete for Jobs Act

The Fair Chance to Compete for Jobs Act (FCA) bars federal employers and contractors from asking about an applicant’s criminal history until after a conditional offer of employment has been made.

Companies that violate this rule risk losing federal contracts.

In addition, federal agencies are not allowed to issue contracts to businesses that inquire about criminal records too early in the hiring process.

Title VII of the Civil Rights Act of 1964

Title VII prohibits employment discrimination based on race, color, religion, sex, or national origin.

The Equal Employment Opportunity Commission (EEOC) enforces this law and offers guidance on how employers can use criminal information that they learn about from background checks fairly.

Before denying employment due to a prior conviction learned from a background check, employers must evaluate whether the offense is relevant to the job and whether it presents a safety concern in the workplace.

State Laws

Ohio Ban-the-Box Law – Public Sector Hiring

Ohio’s ban-the-box policy applies to public employers and is designed to promote fair hiring opportunities for individuals with prior convictions.

Established through the Department of Administrative Services Policy HR-29 in 2015, this law prohibits public-sector employers from asking about an applicant’s criminal history during the early stages of the hiring process.

The goal is to ensure that hiring decisions are based on qualifications and experience before criminal records are considered.

This law applies to state agencies and other public employers, though it does not extend to private employers unless local ordinances require it.

ORC § 2953.32 – Sealing and Expunging Criminal Records

Under Ohio Revised Code § 2953.32, eligible individuals can petition the court to have certain criminal records sealed or expunged.

Certain offenses are ineligible for expungement, including:

• 1st or 2nd degree felony crimes
• Sexual offenses
• DUIs
• Violent crimes
• Protection order violations
• Domestic violence crimes

Employers are legally barred from asking applicants or employees about any criminal records that have been sealed, expunged, pardoned, or otherwise erased by the court.

Expunged records can’t be reported by CRAs on background checks, and applicants with expunged records are legally allowed to deny them.

This protects individuals who have moved on from past offenses and ensures they are not unfairly excluded from employment opportunities due to records that are no longer public.

Local Laws

Cincinnati Salary History Ban

Cincinnati passed a law—Ordinance No. 83-2019, also called the Salary History Ban—to help promote fair pay. It stops employers with 15 or more workers from asking job candidates about their past salaries.

The goal is to make sure pay offers are based on a person’s skills and the job itself, not what they earned before, which could reflect unfair pay gaps.

Employers are encouraged to focus on qualifications and experience instead of outdated salary history.

Cincinnati Ban-the-Box Rule

Cincinnati’s City Council banned the box in 2010 when it passed a Motion to Support Fair Hiring.

This rule applies to city employers and prohibits them from inquiring about criminal history or conducting criminal background checks before making conditional job offers.

How to Conduct Employment Background Checks in Cincinnati

1. Establish a Clear Background Check Policy

Before beginning any screenings, develop a straightforward background check policy that aligns with federal, Ohio, and Cincinnati regulations.

Your policy should outline which positions require background checks, what types of screenings will be conducted, and how each step should be managed by your HR team.

2. Train Your HR Staff

Ensure that your human resources personnel are properly trained to manage background checks.

Training should cover your policy details, legal compliance requirements, and timing guidelines to avoid missteps.

3. Provide Disclosure and Obtain Consent

Always issue a separate, standalone disclosure that clearly explains the background check process.

Then, secure written authorization from the candidate before proceeding, as required by the Fair Credit Reporting Act (FCRA).

4. Partner with a Reputable Screening Company

Choose a reliable background check provider—like iprospectcheck—to ensure that your screenings are accurate, efficient, and legally compliant.

5. Time Your Background Checks Appropriately

Due to Ohio’s ban-the-box law for public employers, criminal history questions cannot be asked during the early stages of the hiring process.

If you’re a public-sector employer, wait until after the interview or a conditional job offer before initiating the check.

Following this process helps maintain compliance and avoids unnecessary screenings.

6. Tailor Screenings to the Role

Not every job requires the same level of screening.

Customize the background check process based on the specific duties of the role to streamline hiring and reduce unnecessary costs.

7. Review Results and Keep Applicants Informed

Maintain clear communication throughout the process.

Once the background check is complete, carefully review the results.

If you’re moving forward, update the candidate on the next steps, such as onboarding or their start date.

8. Consider the Relevance of Criminal History

If a conviction appears on a background report, consider whether it has any direct connection to the job or could impact workplace safety.

Ohio law encourages an individualized assessment rather than an automatic rejection based on a criminal record.

9. Follow the FCRA Adverse Action Procedures

If you choose not to hire someone based on their background check, you must follow the FCRA’s adverse action process:

• Send a Pre-Adverse Action Notice: Include a copy of the report and inform the candidate of the findings.
• Allow Time for a Response: Allow the applicant to dispute errors or provide additional context.
• Issue a Final Adverse Action Notice: If the decision stands, send a final notice along with a summary of their rights under the FCRA.

Get a Cincinnati Background Check with iprospectcheck

Cincinnati supports a diverse range of industries—from manufacturing and healthcare to logistics, finance, and education—each with its own hiring regulations and safety standards.

At iprospectcheck, we provide accurate, fully compliant background check solutions tailored to meet the unique needs of your business.

Our experienced team delivers comprehensive, legally compliant reports so you can move forward with confidence in your hiring decisions.

For more information or a free quote, call us today: 888-509-1979.

DISCLAIMER: The resources provided here are for educational purposes only and do not constitute legal advice. Consult your counsel if you have legal questions related to your specific practices and compliance with applicable laws.