Criminal Background Checks

It is the policy of Midwestern University that all accepted students must submit to a criminal background check prior to matriculation. In addition, students who remain enrolled must submit to a criminal background check as needed to remain eligible for continued participation and/or to participate in clinical rotations.

Non-student adult (18 years and older) prospective residents of campus housing must submit to a criminal background check prior to moving into campus housing. Existence of a criminal history may subject the individual to denial of residing in campus housing.

A criminal background check may necessitate one or more of the following:

1. A standard criminal background check conducted through an approved background check agency,
2. A fingerprint background check conducted by an approved agency, in which the prints are submitted to both State Police and the FBI database, and/or
3. An International Police Clearance. The procedure utilized to conduct the background check will be based upon the individual’s residency status, country of origin, time in residence in the United States and specific program requirements.

In accordance with the laws of the State of Illinois, CCOM students are required to undergo fingerprinting as part of the criminal background check process. Students in other programs may also be required to undergo fingerprinting.

Criminal background checks are conducted through Student Services as part of the initial student matriculation process and on an as-needed basis thereafter while a student is actively enrolled at Midwestern University. Criminal background checks for non-student adult (18 years and older) prospective residents of campus housing are conducted prior to moving in and then annually upon the responsible student signing a new campus housing contract.

1. All matriculating students and non-student adult (18 years and older) prospective residents of campus housing must complete the Criminal Background Release and Consent Form (available on Slate under Student Services/Acknowledgement and Authorizations) to conduct the criminal background check. All newly admitted students who have submitted a matriculation deposit are provided with access to a copy of the University Criminal Background Checks Policy and the Criminal Background Release and Consent Form. Enrolled students can complete the Criminal Background Release and Consent Form, found under the Student Services Tab on their student portal.
   1. Incoming osteopathic medical, dental, pharmacy, optometry, physician assistant, and veterinary medical students will complete a criminal background check through the appropriate application agency (AACOMAS, ADEA, PharmCAS, OptomCAS, CASPA, or VMCAS, respectively). The results of those background checks will be forwarded to Midwestern University.
   2. Incoming international students must complete an International Police Clearance, either under the guidance of Midwestern University or their application agency. If the international student has resided in the United States within the seven-year period prior to matriculation, the student must also complete a criminal background check. The International Police Clearance must be initiated by the student according to the guidelines of the country from which the Clearance is required.
   3. Incoming students must complete the criminal background check requirement prior to matriculation. For students who are admitted close to their matriculation date, or for students whose situation may necessitate an extension, the criminal background check must be completed by the end of the first month of the first quarter of enrollment in their program. Failure to complete the background check within the stated time frame jeopardizes continued enrollment, and the student may be required to take a mandatory leave of absence.
   4. Failure of the student to present appropriate forms to the Office of Student Services for the purpose of conducting criminal background checks when requested will bar the student from initial matriculation and/or continued enrollment. Failure of a non-student potential resident of campus housing to present appropriate forms to the Office of Student Services for the purpose of conducting a criminal background check will result in the non-student resident not being allowed to reside in campus housing. No student or non-student potential resident of campus housing is allowed to reside in campus housing or will be issued an active identification badge until their Criminal Background Check process is complete and the criminal background check comes back negative.
2. The Office of Student Services will contract with a professional service to conduct the criminal background check.
3. The Dean of Students, or their designee, will review all criminal background check reports and determine whether or not a record of criminal activity exists. If no criminal activity is reported, the student’s program will be provided a letter indicating the report is negative for criminal background findings.
4. If a record of criminal activity exists, the Dean of Students, or their designee, will conduct a criminal background investigation. The investigation may include any of the following components:
   1. Request for additional detailed information about the positive criminal background check report. This may entail one or more meetings with the student.
   2. Collection of additional data, e.g., Federal Bureau of Investigation fingerprints and report, concerning the positive criminal background check report.
   3. Following the criminal background investigation, the Dean of Students, in consultation with the Academic Dean (or their designee), will determine whether or not the student should be disqualified from matriculation or continued enrollment. A record of criminal activity will not automatically disqualify a student from enrollment or continued enrollment. The University will consider such factors as (but not limited to) the nature of the crime, the age of the individual at the time the crime was committed, length of time since the criminal activity, any fines, sanctions or convictions, the nature of the clinical program and the relatedness of the conviction, and whether the University will be able to provide appropriate professional clinical training to the student. The Dean of Students may choose to pass the student on their Criminal Background Check at this point and send a letter to the college/program.
   4. Students who are permitted to matriculate with a positive criminal background check may be required to sign a waiver stating their understanding of the possible negative impact of their background check on their education, postgraduate training and licensure. If this is the case, the college or program will be sent an email containing the Criminal Background Check investigation information.
5. Incoming and enrolled students must disclose any criminal activity, including misdemeanor or felony charges/convictions to their Academic Dean and the Dean of Students.
   1. Students are required to disclose to their Academic Dean and the Dean of Students any arrests, criminal charges, or convictions against them during their entire period of enrollment as a student at Midwestern University. When an enrolled student, disclosure must be made immediately after the incident that resulted in charges so the University can assess the impact of the incident on the student’s academic progression. Such arrests, criminal charges, or convictions may negatively impact a student's ability to obtain and/or complete clinical rotations or preceptorships, post-graduate residency placement or licensure.
   2. Failure to disclose criminal activity or material misrepresentation of information by an incoming student is deemed to be falsification of the application and may result in denial of admission, matriculation and/or dismissal from the program and University. Failure to disclose criminal activity or material misrepresentation of information by an enrolled student is deemed to be a violation of the MWU Student Code of Conduct and may result in dismissal from the program and University. Failure of the student to present appropriate forms to the Office of Student Services for the purpose of conducting criminal background checks when requested will bar the student from initial matriculation and/or continued enrollment.
   3. Students with a positive criminal background check are individually responsible for checking the licensing and certification requirements in any state where the student is interested in participating in a postgraduate residency training to determine whether or not their criminal background will be a barrier to participation.
6. Midwestern University does not guarantee clinical rotations, post-graduate residency placement or licensure for students who have a positive criminal history. Clinical rotation placement, post-graduate residency placement, and licensure are governed by separate entities who use their own specific set of standards that may be different than those used by Midwestern University. In such cases, the University confidentially shares information about the student’s positive criminal history with potential preceptors and practice site representatives as necessary and on a need-to-know basis. This may include releasing a copy of the original Criminal Background Check report for their review. This gives the preceptor and site representatives an opportunity to decide whether the student is acceptable to the site. For this reason, scheduling and completion of practical training/rotations and graduation may be delayed. In some instances, it will not be possible to arrange for practical training/rotations at specific sites. Under these circumstances, the college/program will work with the student to find a possible clinical rotation site that will accept a student with a positive criminal background check.
   1. If a positive criminal history is known by the University prior to the student’s matriculation, the Academic Dean (or their designee) will meet with the potential student to discuss the consequences of the positive criminal background investigation on the student’s ability to complete degree requirements, post-graduate residency placement and licensure so that appropriate action can be taken.
   2. If a positive criminal history is known by the University after the student’s matriculation, the Academic Dean (or their designee) will meet with the student to discuss the consequences of the positive criminal background investigation on the student’s ability to start/resume practical training/rotations and the student’s ability to graduate, secure a post-graduate residency and obtain licensure so that appropriate action can be taken.
7. Records concerning a student’s positive criminal background check are stored in confidential electronic files by Student Services.
8. In the event that a student is assigned to a practical training/rotation site that requires a copy of the original Criminal Background Check report prior to a student’s placement at the site, the student’s criminal background check report and cover letter will be scanned into an encrypted password protected PDF file. The encrypted PDF file will be forwarded via email to the rotation site coordinator.