District Background Check Procedures

All applicants applying for a staff or volunteer position with Saint Paul Public Schools must have a criminal background check successfully completed and reported back to the school/department before they are able to begin providing service within the District.

Saint Paul Public Schools has established a criminal background check procedure for the following reasons:

1. The District has a responsibility to protect students and staff from unnecessary risks.
2. The District has a responsibility to provide a safe and nurturing environment for students.
3. The District has a need to protect the reputation of the institution as a body charged with the care of children.

Please reference the “Volunteer Safety Management Grid for St Paul Public Schools” to determine when a background check needs to be submitted.

Volunteer Background Checks Streamlined – Updated Google Form and Account Codes for SY25/26

Schools who utilize volunteers will continue to submit volunteer background check forms electronically via a two-step process. Paper background checks and manual payment will no longer be accepted. Cost of the background check will be allocated to each school via general ledger adjustment at the end of each quarter. 

1. Step 1 is completed by the school by submitting a request form via the updated Google form available here. NOTE: The link used during SY24/25 was closed effective close of business 7/31/25.
   • NEW FOR SY25/26: A dropdown list of all schools and account codes to streamline the process has been provided.
   • Complete one Google form for each volunteer applicant and have the following available before you begin (this is for billing purposes):
     • Name of School
     • Budget Code for School
     • Clerk/Requester First and Last Name
     • Clerk/Requester Email
     • Applicant/Volunteer First Name
     • Applicant/Volunteer Last Name
2. Step 2: Once the request form is complete, the process provides a link to the background check form for the applicant to complete. It can be completed onsite or emailed to the applicant which collects all necessary information. The applicant will complete the background check form via a link which will then be submitted by HR to MRI/Trusted Employees for processing. Results will be reported to the requesting school once received. 

Any questions can be directed to HR.INFO@spps.org.

Department-Specific Information

Office of College & Career Readiness

When a new OCCR employee or volunteer works with SPPS, HR Support Assistants coordinate the background check as part of the process. HR pays for the background check and allocates the cost to a budget code provided by OCCR. OCCR staff may then invoice an external agency for reimbursement to OCCR for the cost to external agencies at their discretion as needed.  Any questions related to this process can be directed to HR.INFO@spps.org.

Student Teaching

When a new student teacher joins SPPS, the district's Pre-Service Program personnel coordinates the background check with the student teacher as part of the SPPS pre-service process. They will send a link to the student teacher once the student's placement coordinator of their college/university has input their information into the district's Master Tracker and this will initiate the background check process, which also prompts them to pay for the cost of the background check. Once they submit the necessary information and it is fully processed, the results are reviewed. After this review, they will inform the student teachers whether they are approved to start.

Periodically a university will offer to pay for the cost of the background check. HR has a process in place to notify their staff to submit an invoice for reimbursement to the District.

Any questions can be directed to the Pre-Service Program at preserviceprogram@spps.org.

New Staff Background Checks

When a new staff member joins SPPS, Talent Acquisition coordinates the new hire background check as part of the new hire process.  New hires cannot start with the District prior to HR receiving the results and confirming with the manager they can begin work. The cost of this background check will be reimbursed to the District out of the new hire’s first paycheck.

Any questions related to new staff background checks can be directed to your HR Coordinator.