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Background Screening

A critical component to upholding our commitment to providing safe environments for minors is confirming that the adults entrusted with caring for minors in covered activities are skilled and qualified to work with youth. The Protecting Minors Policy outlines background screening requirements for covered activity staff, which may include undergoing all or some of the following measures:

Live Scan fingerprint-based background check
U.S. Center for SafeSport Centralized Disciplinary Database
Written application
Live interview
Reference checks (two; non-family members)
University disciplinary records

Learn more about our background screening requirements below.

Live Scan fingerprint-based background checks

Prior to participating in a covered activity, USC requires that all individuals working directly with minors undergo and successfully clear a Live Scan fingerprint-based background check.

Frequently Asked Questions – Live Scan

What is Live Scan?

USC has secured permission from the California Department of Justice (“DOJ”) pursuant to Penal Code section 11105.3. to conduct and receive results from Live Scan background checks of all individuals who work with minors in a USC-sponsored or USC Student-sponsored covered activity. The Live Scan process includes submitting fingerprints to the DOJ and FBI, which will review criminal offender record information (CORI). CORI reports are then submitted by the DOJ to USC’s Human Resources team who will determine an applicant’s eligibility to work with minors in a covered activity. You can learn more about this by visiting the California DOJ’s website.

Who has to undergo the Live Scan process?

All individuals who will have direct contact with minors as defined in USC’s Protecting Minors Policy must undergo the Live Scan process. If you are required to, but do not undergo the Live Scan fingerprint process, you will not be able to work with minors in a covered activity at USC.
Should the results reveal that you have committed a criminal offense, you may be prohibited from working with minors in a covered activity.

I operate a USC-sponsored or -affiliated covered activity. In the past, we’ve worked with Human Resources for our covered activity staff to undergo a background check through the HireRight process. Why do we have to undergo Live Scan now?

To comply with California Bus. & Prof. Code § 18975 (a new state law that went into effect on January 1, 2022), USC’s Protecting Minors policy requires that anyone who will have direct contact with minors in a covered activity undergo a fingerprint-based background check. As such, USC has phased out HireRight as the mechanism for conducting background checks for staff working in covered activities and will instead receive results through the Live Scan process.

I am a third party planning to operate a covered activity on USC’s campus. Do we undergo USC’s Live Scan process?

No. USC’s process is only for covered activities sponsored by USC. However, you must complete and submit this certification form to certify that your staff have undergone and successfully cleared fingerprint-based background checks (and other required screening) as part of the registration process, and as a condition for approval to operate your covered activity on campus.

I am a current USC employee. Do I have to undergo Live Scan?

Currently, Live Scan is required for individuals who will have direct contact with minors in covered activities. There are certain employees or job applicants who may be required to undergo Live Scan if the position (or sought position) involves participation in, or supervision/oversight of, a covered activity.

I went through Live Scan for another position and/or to obtain certification or licensure. Do I have to go through this process again?

Unless you’ve previously gone through the Live Scan process at USC specifically to work in a covered activity, you must go through it again. Organizations cannot share Live Scan results with one another.

I participate in more than one covered activity at USC. Do I have to undergo a Live Scan every time?

No. Once you undergo the Live Scan process to participate in a USC-sponsored or USC Student-led covered activity, the results will be valid for any additional Covered Activities you may wish to participate in moving forward.

Where can I go for Live Scan fingerprinting, and what is the process?

Live Scan instructions (for USC-sponsored covered activities only – NOT for third parties):

1. Review the instructions for completing the Live Scan application form, which is the form you’ll need to bring with you when getting fingerprinted.

2. Use the instructions as a guide to complete the prepopulated USC Live Scan application form and make 2 copies. Note that the pre-populated Live Scan application form cannot be used by third parties. Those who need to complete Live Scan will be provided instructions after the covered activity registers and adds their names to our registration system.

3. To avoid paying fees out of pocket (does not apply to third parties), make an appointment at the following Live Scan location:
– MR. Fingerprints located at 617 S Olive St. Ste 807 Los Angeles, CA 90014; or
– Attend free, on-campus fingerprinting sessions with a Live Scan operator which are occasionally scheduled by USC. If you have a large group (50+), we can help schedule a visit specifically for your covered activity staff when possible.

4. Bring the completed application form and a government-issued ID, such as a U.S. Driver’s License, U.S. passport or foreign passport with U.S. visa, to the Live Scan location.

5. In the event these options do not accommodate your staff, they may choose another location; however, please note that reimbursement may not cover all associated fees, and/or there may be a delay in receiving funds. For alternative Live Scan locations, including associated fees, refer to the California Department of Justice’s Live Scan locator tool.

Do I need an appointment?

If you are visiting MR Fingerprints to avoid paying fees out-of-pocket, you do need an appointment which you can schedule on their website. It would also be important to plan your transportation needs ahead of time (e.g., where to park, etc.) to make sure you don’t run into any unexpected issues.

How much will Live Scan cost?

To avoid paying fees out of pocket, you can make an appointment at the following Live Scan location:
– MR. Fingerprints located at 617 S Olive St. Ste 807 Los Angeles, CA 90014; or
– Attend free, on-campus fingerprinting sessions with a Live Scan operator which are occasionally scheduled by USC. If you have a large group (50+), we can help schedule a visit specifically for your covered activity staff when possible.

In the event these options do not accommodate your staff, they may choose another location; however, please note that reimbursement may not cover all associated fees, and/or there may be a delay in receiving funds. For alternative Live Scan locations, including associated fees, refer to the California Department of Justice’s Live Scan locator tool.

What will I need to bring to the Live Scan location when I’m fingerprinted?

You must present a valid photo ID and a completed USC Live Scan application form. Acceptable forms of identification include:
– Drivers’ license or government-issued ID card
– Military identification card
– Passport
– Alien registration card

How long does the process take, and how far in advance of my work in a covered activity should I complete it?

Live Scans should be completed as far in advance as possible to confirm staff eligibility to participate in a covered activity before it begins – ideally as soon as a covered activity is registered with our office. Additionally, should there be a disqualifying result, you would want to provide the Covered Activity Administrator with enough time to make alternative staffing arrangements before activities begin.

Some of my covered activity staff live outside the state of California. How do they undergo Live Scan?

This is a manual process that can take between 1-2 months so it is very important to get this under way as soon as possible. Contact minors@usc.edu if you have staff requiring out-of-state Live Scans and/or if questions about this.

I am a Covered Activity Administrator. How will I be notified about my staff’s eligibility to participate after Human Resources reviews their Live Scan results?

First, you must submit the name and contact information for each staff person in your registration record (either via manual entry or by spreadsheet upload). After you submit your registration, those individuals will receive instructions about outstanding requirements, including completing Live Scan, if they need one.

Once Live Scan results are received, Human Resources will update each individual’s status as either “complete” or “ineligible.” Covered Activity Administrators can check the status of their staff’s results periodically by reviewing their covered activity registration dashboard. The results must be kept confidential, but Covered Activity Administrators must act on the results to the extent necessary to ensure that anyone deemed ineligible will not have direct contact with minors in a covered activity.

I have more questions about the Live Scan process. Who can I contact?

You can reach out to our office via email at minors@usc.edu with questions.

Covered activity administrators are welcome use and distribute our Quick Resource Guide to completing Live Scan to their covered activity staff:

USC-Live-Scan-Process-Quick-Reference Download

Requests for on-campus Live Scan sessions: If you have a large group (~50+) and would like to request and on-campus Live Scan session, please fill out this form and we will do our best to facilitate.

Upcoming on-campus Live Scan sessions: If you’re hoping to catch one of our upcoming sessions, check out our News and Announcements page where we’ll keep them posted!

U.S. Center for SafeSport’s Centralized Disciplinary Database (CDD)

All individuals working directly with minors are must be screened using the U.S. Center for SafeSport’s CDD.

Frequently Asked Questions – U.S. Center for SafeSport CDD

What is the U.S. Center for SafeSport’s Centralized Disciplinary Database (CDD)?

The Centralized Disciplinary Database (CDD) was designed specifically to inform the public if/when individuals participating in U.S. Olympic & Paralympic Movements have either been found to have engaged in—or are alleged to have engaged in—forms of misconduct that present a potential risk to other members of the sport community. To learn more, visit the Center’s website which includes this one-pager that has additional information about the CDD.

My Covered Activity does not involve sport/athletics. Do we still need to conduct a screening through the U.S. Center for SafeSport’s Centralized Disciplinary Database?

Yes. All Covered Activity Staff must be screened through the Center’s CDD. It is possible (and fairly common) for someone to work in youth sports as well as other types of youth programming, and we want to help confirm that the staff participating in Covered Activities at USC are suited to work with minors – and have not been found to have engaged in disqualifying misconduct elsewhere that could put minors’ safety and well-being at risk.

How do I conduct a screening using the Center’s Centralized Disciplinary Database?

To screen your staff, visit the Center’s website and search by each staff person’s first/ last name to confirm they are not included in the CDD. If someone is flagged, contact the Office of Youth Protection and Programming for guidance.

Additional screening requirements: written applications, live interviews and non-family member reference checks

Covered activity administrators must conduct additional screening for prospective covered activity staff who are not employed by the university by obtaining a written application, conducting a live interview, and completing at least two reference checks (non-family members) to assess their suitability for working with minors.

Frequently Asked Questions – Additional screening requirements

Some of my Covered Activity Staff are not employed by USC. Do they have to undergo any additional screening or training?

Covered Activities must obtain a written application, conduct a live interview, and complete at least two reference checks (non-family members) for all non-USC staff to assess their suitability for working with minors. During registration, you’ll be required to attest that all selected non-USC Covered Activity Staff have undergone this screening and, although you will not submit documentation to the Office of Youth Protection and Programming, you’ll want to make sure you’re keeping their screening documents as part of your overall program records in the event they are requested.

Where can I find help with developing questions to include in our written applications, interviews and reference checks?

If you are looking to enhance your screening materials, or develop a new set to meet this requirement, you are encouraged to review USC’s Protecting Minors Background Screening Guide which includes suggestions on key elements/questions to include, as well as potential candidate answers that may require follow-up or further explanation to help make sure you’re not overlooking potential concerns.