For Ohio employers, background checks are often a required part of hiring, not just a best practice. Getting the process right protects your organization, keeps you compliant, and helps new hires start on time. Here is a general guide for employers who need fingerprint based BCI and FBI checks.
Know Whether Checks Are Required
Many Ohio industries are subject to background check requirements under the Ohio Revised Code or licensing rules. These include schools, childcare programs, healthcare providers, agencies serving older adults and people with disabilities, and certain licensed professions. Other employers choose to run fingerprint checks voluntarily for positions of trust. Confirm your obligations with your licensing agency, industry association, or legal counsel.
Identify the Correct Reason Code
Every Ohio WebCheck submission requires a reason code. The code determines what records are searched and who may receive the results. Using the wrong code can mean your results are not valid for the purpose you need. Make sure you know the correct code for each position you hire for.
Decide Whether You Need FBI Checks
A BCI check searches Ohio records. An FBI check searches national records. Many requirements call for both, especially for applicants who have lived outside Ohio. Some employers require FBI checks for all applicants to be thorough.
Give Applicants Clear Instructions
Many delays happen because applicants do not know what to request. Provide every new hire with a written instruction sheet that includes:
- Which checks are required
- The reason code
- Where results should be sent
- Whether the employer is paying and how
- Approved fingerprinting locations
- Any deadline for completion
Results and Recordkeeping
Results are typically delivered to the employer or agency named in the submission. Establish a secure process for receiving, reviewing, and storing background check results. Limit access to people who need it, and follow any retention requirements that apply to your industry.
Fair and Consistent Decisions
When reviewing results, apply your policies consistently. Federal and state rules may affect how you can use criminal history information in hiring decisions. Consult legal counsel about your policy, especially if a result could lead to an adverse decision.
Periodic Rechecks
Some industries require background checks to be repeated on a schedule. Track when each employee’s check was completed so you know when the next one is due.
Group and Business Services
Our Youngstown office works with employers throughout the Mahoning Valley to make fingerprinting simple for new hires. We can review your instructions, help applicants arrive prepared, and provide clear electronic submissions through Ohio WebCheck. Mobile options may also be available for groups.
Contact us through our service inquiry form or visit our fingerprinting services page. This article is general information and not legal advice.
