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

Employers in Columbus use background checks to make reliable hiring decisions and ensure compliance with state and federal laws.

At iprospectcheck, we deliver quick, accurate background screening solutions that help businesses throughout Ohio.

This guide covers the essential regulations and best practices for conducting employment background checks specifically in Columbus.

What is a Columbus Employment Background Check?

A background check in Columbus, Ohio, reviews a candidate’s criminal record, employment history, education, professional licenses, and other relevant records to help employers determine if they are qualified for the position.

Why Do Employers in Columbus Run Background Checks?

Employers across Ohio use background checks to confirm candidate details and make hiring decisions based on verified facts, not just what’s listed on a resume.

Here are some of the main reasons local employers rely on background screenings:

1. Promote Workplace Safety

Reviewing criminal records helps identify risks that could affect employees, customers, or the public.

This step is critical to maintaining a safe work environment.

2. Support Fair Hiring

Applying the same screening process for all applicants keeps hiring consistent and transparent.

This reduces bias and helps protect against discrimination claims.

3. Meet Legal and Industry Requirements

Employers in Columbus must comply with federal laws, Ohio state regulations, and any local hiring rules.

Certain industries also require additional screening measures.

For example:

• Employers regulated by the S. Department of Transportation (DOT) must conduct DOT background checks, DOT drug testing, and DOT physicals for safety-sensitive positions.
• OhioHealth, one of the largest healthcare systems in Columbus, requires pre-employment background checks for all new hires.
• The Ohio State University requires background checks for all new employees, which include criminal history and sex offender registry searches, with additional checks, such as education or employment verification, conducted when relevant to the position.

4. Reduce Negligent Hiring Liability

If an employee causes harm and wasn’t properly screened, the employer could face legal action.

Background checks demonstrate that you took reasonable steps to hire responsibly.

5. Protect Confidential Data

Jobs in healthcare, finance, and legal fields often involve access to sensitive information.

Screening applicants helps confirm their reliability before granting access.

6. Safeguard Your Reputation

Employees represent your organization to the community.

Conducting background checks helps prevent hiring individuals whose past actions could harm your company’s image.

How to Conduct Employment Background Checks in Columbus

1. Create a Screening Policy

Write a clear policy that explains when and how background checks are conducted.

Be sure it complies with federal, Ohio, and local laws, and identify which positions require screening.

2. Train Your HR and Hiring Team

Hiring staff should be trained on legal requirements, including obtaining consent, reviewing reports, and handling findings fairly.

3. Provide Disclosure and Get Written Consent

Before conducting a background check, give applicants a separate disclosure form that explains the process.

Then, obtain their written authorization, as required by the Fair Credit Reporting Act (FCRA).

4. Work with a Trusted Background Check Provider

Partner with a trusted provider like iprospectcheck that delivers accurate, timely, and compliant background screening services.

5. Time the Background Check Correctly

Ohio has a statewide “ban-the-box” law that applies to public employers, and Columbus has its own local ordinance.

For best practice, wait until after an interview or a conditional job offer before asking about criminal history.

6. Match the Check to the Job

Tailor screenings to the position.

For example, review driving records only if the role involves operating a vehicle.

7. Communicate with Applicants

Keep candidates updated throughout the process.

After reviewing results, inform them of the next steps or address any concerns.

8. Review Criminal History Carefully

If records appear, consider the type of offense, how long ago it occurred, and whether it relates to the job.

Federal and state guidelines recommend case-by-case evaluations.

9. Follow the FCRA Adverse Action Steps

If you choose not to hire based on the report, you must follow the FCRA adverse action process:

• Pre-Adverse Action Notice – Provide the applicant with a copy of the report and explain the concern. Include a copy of the form “A Summary of Your Rights Under the FCRA”.
• Allow Time to Respond – Give them a chance to dispute or clarify.
• Final Adverse Action Notice – If the decision stands, send a final notice along with a summary of their rights under the FCRA.

What Shows Up on a Columbus Background Check?

The results depend on the screenings ordered. Most Columbus employers request:

Criminal History

If an applicant has a record, a report may include:

• Case number
• Court name
• Offense date
• Charge description
• Felony or misdemeanor classification
• Case outcome and disposition date
• Sentencing details (if available)

Ohio law limits how sealed or expunged records can be used in the hiring process.

Employment Verification

This screening confirms the applicant’s work history, including:

• Employer names and locations
• Employment dates
• Job titles and responsibilities

Education Verification

This screening checks the applicant’s academic background, including:

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

Professional License Verification

For regulated positions, this confirms:

• License holder’s name
• License number and type
• Status (active, expired, or restricted)
• Issuing authority
• Issue and expiration dates
• Any disciplinary actions

Identity Verification

Identity verification confirms personal details like:

• Full legal name and known aliases
• Past addresses
• Date of birth

Motor Vehicle Records (MVR) Check

For driving-related roles, an MVR report may include:

• Driver’s license number and class
• Issue and expiration dates
• Listed address and legal name
• Traffic violations, DUIs, or serious offenses
• Suspensions or revocations

Important Laws and Regulations

Federal Laws

Fair Credit Reporting Act (FCRA)

The FCRA establishes nationwide rules for how consumer reporting agencies (CRAs) collect and share personal information.

It also explains what employers must do when using these reports for hiring decisions.

For positions with annual pay under $75,000, reports cannot include:

• Arrests older than 7 years that didn’t lead to convictions
• Paid tax liens
• Civil lawsuits or judgments
• Chapter 13 bankruptcies (Chapter 7 can remain for up to 10 years)
• Accounts placed in collections

Before ordering a background check, employers must:

• Provide a clear, standalone disclosure form
• Obtain written authorization from the applicant

If an applicant is not hired based on the report, employers must:

• Share a copy of the report and send a pre-adverse action notice
• Allow time for the applicant to dispute or correct the information
• Send a final adverse action notice if the decision is confirmed

Fair Chance to Compete for Jobs Act (FCA)

The FCA applies to federal agencies and contractors.

It requires them to wait until after a conditional job offer to ask about criminal history.
Violations can lead to penalties, including loss of federal contracting eligibility.

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 provides guidance on the fair use of criminal records in hiring.

When a background check reveals a criminal record, employers should:

• Evaluate whether the offense relates to the specific role
• Consider how much time has passed since the offense
• Weigh any potential risks to workplace safety

Employers that reject applicants automatically because of their criminal history risk facing discrimination claims.

State Laws

Ban-the-Box Law (Public Employers)

In 2015, the Ohio Legislature passed 2015 HB 56, which was subsequently signed into law. This bill created a statewide “ban-the-box” rule for public-sector employers.

This law prohibits public employers from asking about an applicant’s criminal history during the initial phases of the hiring process.

It also prohibits public employers from using non-violent and unrelated felony convictions against applicants and civil employees unless they commit the crimes during civil service.

Criminal background questions may only be raised later in the hiring process. Typically, public employers inquire about criminal history after an interview or a conditional job offer.

This law doesn’t prohibit public employers from including a notice in a job posting that certain convictions may disqualify applicants from employment in specific positions.

Record Sealing and Expungement

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

This law excludes multiple offenses from expungement or record-sealing eligibility, including:

• Crimes of violence
• Sex offenses requiring registration
• First and second-degree felony convictions
• Class 1 misdemeanors involving domestic violence
• Theft/embezzlement by a public official or elected person
• Offenses against victims younger than age 13, other than child support offenses
• Third-degree felony convictions when an individual has more than one

Consumer reporting agencies (CRAs) can’t report sealed or expunged records on background checks.

Employers may not ask about, or use, sealed, expunged, pardoned, or erased records when making hiring decisions.

Violating this law can expose an employer to legal liability.

Use of Arrest and Conviction Records

Under the Ohio Civil Rights Commission (OCRC) guidance, employers must be careful when considering arrest or conviction records.

Automatically disqualifying applicants with a criminal record can lead to discrimination claims, especially if the policy disproportionately impacts protected groups.

Employers are encouraged to follow EEOC and OCRC guidance by reviewing each case individually and considering:

• The nature and gravity of the offense
• How much time has passed since the conviction or completion of the sentence
• Whether the offense is relevant to the job’s duties

Get a Columbus Background Check with iprospectcheck

Columbus industries such as healthcare, finance, education, and technology must follow strict hiring and compliance requirements.

At iprospectcheck, we deliver quick, dependable, and fully compliant background checks customized to your organization’s needs.

Our comprehensive reports give you the information you need to hire with confidence while staying aligned with Ohio and federal regulations.

For more details or a free quote, contact 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.