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Student Background Checks

Keep this window open as detailed instructions and screenshots are found below.

Students Entering Spring 2018 or After

New incoming students will utilize CastleBranch. Students will receive an email at their UTMB student email providing the link to complete the requirements.

Please refer to the information found on the SHP Newly Admitted Student Checklist.

Detailed Instructions for
Students Who Entered Fall 2017 or Before

If you no longer have the background check report that was sent to you when you ordered the report, you have the option of requesting another copy directly from the vendor if you ordered the report within the last 30 days. If it has been more than 30 days since your last order, you will need to purchase a new report by clicking on the link below.

Logging Into My Account

  • Each student must set up an online account with Sterling through the contractor web site. Log on to the internet web address: https://smwreports.sterlingdirect.com/consumer/contractor.asp
  • The Partner Code to use is: UTMB9328
  • If you cannot remember your previous login information, you can contact Sterling at 1-800-853-3228 (select Option 2) or create a new account.

Ordering an Additional Background Check Report

  • Complete the required profile setup information. Where it asks for "Business Name" and "Company ID" you will need to just re-enter your name again.
  • Select which method you wish to have the results of the background checks returned to you (by email or fax. Only one method may be selected.)  If you select email, then put all 9's (9999999999) in the fax number field.
  • Next, choose a login and password. This will allow you access to the website after your initial registration to submit additional background check requests.
  • Review and accept the Liability Agreement and the Adverse Action Instructions.
  • Under federal law (Fair Credit Reporting Act), it is required that employers provide notification to their employees before a background check (or consumer report) is requested. In addition, the law requires that written authorization and consent be obtained from each individual prior to the requesting of any consumer report. A sample release/authorization form is enclosed.

Choosing the Report Type

  • After completing the registration process, a screen showing "backgrounds requested" will appear. On the right side margin, you will need to select "order a background report."
  • You will then see the screen below:

  • First time users select the first option (Accepted Students) unless your instructor tells you otherwise. This will request a standard background check.
  • Then click "submit" at the bottom right-hand side of screen.

Payment for Background Checks

  • Payment via major credit card is required at the time of the background request. The fee for the required checks is $39.97 Please note: *Additional charges may be incurred by the student for certain state/government requirements. *Additional charge of $65.00 for New York OCA/Statewide or $17.00 for Puerto Rico.
  • A confirmation report screen will appear, showing the individual's name and summary of charges. Click on "submit" at the bottom right-hand side of screen.
  • If you do not have a social security number, please email our office for further instructions. Click here to email us.
  • After the you select your background check report choice and click the 'Submit' button, a billing and payment information screen will appear. You must complete the required information fields to proceed.
  • Click on submit at the bottom right-hand side of the screen.
  • You will receive immediate payment approval and confirmation.

Background Check Results

Average turnaround time for processing and completing background checks is 7-10 business days.

Under federal law, any individual who fails the background check must be provided with a copy of the report, along with a Summary of Rights under the FCRA (Fair Credit Reporting Act) and Sterling's toll-free telephone number and address. This is required should the individual wish to dispute or question information contained in the background check report.

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