An Employer’s Guide to Ohio Background Checks

Ohio. The Buckeye State. As with every state across the nation, background checks have become a fundamental part of job applications in Ohio, whether you’re hiring for a manufacturing plant in Cleveland or a tech startup in Columbus. Making sure you have the right candidate before giving them the green light can help a company maintain a safe and healthy work environment and save huge amounts of time and energy needed when things go wrong. However, like everywhere else, Ohio has its own quirks and ways of doing things. This guide will walk you through everything you need to know about Ohio background checks and how ScoutLogic can simplify the process for you.

What Is an Ohio Background Check?

An Ohio background check is a detailed screening of prospective candidates to determine their suitability for a position. These checks are essential for protecting your company’s reputation, ensuring workplace safety, and minimizing risks associated with hiring. A promising prospect that goes south quickly can cause harm to a company. 

These checks vary depending on the employer and state and federal laws but typically include criminal history, employment verification, education confirmation, driving records, and even credit checks for positions involving financial responsibility. While most background checks follow federal guidelines established by the Fair Credit Reporting Act (FCRA), employers must also follow state-specific requirements and regulations in Ohio.

We’ll discuss these in more detail later. Still, as a quick overview, Ohio allows employers to access certain public records and criminal history databases, but there are restrictions on how far back the reports can go. Ohio also has several laws that limit the scope of background checks for privacy and equality reasons, such as “ban-the-box,” which prevents employers from asking about criminal history on a job application.

What Does an Ohio Background Check Show?

What shows up on a background check depends on what is requested. If a company only asks for education and employment history, that’s what they get. If they want to look deeper into criminal history, driving records, and credit history, they can—as long as they adhere to specific laws. Below is a breakdown of the key components typically included:

Criminal Records

Understandably, this is a big one and common for practically every job application. Criminal records provide insight into an applicant’s past legal issues, and in Ohio, these reports may include:

• Felonies: Serious crimes such as theft, assault, or fraud.
• Misdemeanors: Lesser offenses like disorderly conduct or petty theft.
• Convictions and Pending Cases: Includes guilty pleas, verdicts, and ongoing court proceedings.
• Federal and State-Level Records: Background checks can pull information from both Ohio-specific databases and national sources.

Employment Verification

Just because they claim to have worked for JP Morgan for five years doesn’t mean they have. Employment verification involves:

• Confirming Previous Job Roles: Checking job titles, duties, and duration of employment.
• Verifying Employers: Ensuring listed employers are legitimate and accurate.
• Checking References: Contacting previous employers for performance insights.

Education Verification

Education is another area that’s carefully checked. This includes:

• Validating Degrees and Certifications: Confirming degrees from accredited institutions.
• Checking Dates of Attendance and Graduation: Ensuring accuracy of listed qualifications.

Driving Records

If the job applied for has nothing to do with driving, this might not be included. If it does, or you’ll be expected to operate heavy machinery, you can expect the screening service to contact the Ohio Bureau of Motor Vehicles (BMV) and possibly even the Department of Motor Vehicles (DMV) for wider nationwide checks. Driving record checks reveal:

• Traffic Violations: Speeding tickets, reckless driving incidents, etc.
• DUI Records: Identifying any alcohol or drug-related offenses.
• License Status: Confirming the validity of the candidate’s driver’s license.

Credit History

Credit history checks aren’t common and are only used for positions involving financial responsibility. Companies need a legitimate reason to ask; otherwise, it’s illegal. If they do, checks might look at:

• Financial Responsibility: Debt levels, bankruptcy filings, and payment history.
• Credit Score: Sometimes used to gauge reliability and responsibility.

Professional Licenses

Some jobs require specific certification or licensing. These might include healthcare, legal, engineering, and education positions—and even jobs in particular trades, such as electricians or plumbers. Checks in this category will focus on: 

• Validity of Credentials: Ensuring licenses are active and in good standing.
• Expiration Dates: Confirming the licenses are up-to-date and not expired.

Personal References

The black-and-white information gleaned from a background check often doesn’t give much color to a person’s character. For that, employers usually rely on personal references and these, too, will be checked during screening by: 

• Contacting Provided References: Validating the authenticity of the references.
• Obtaining Character Evaluations: Gathering information that may not be reflected in official records.

Sex Offender Registry Checks

For positions that require working with vulnerable populations, checking the National Sex Offender Registry is essential. This screening reveals:

• Sex Offender Status: Identifies whether an individual is registered as a sex offender.
• Compliance with Legal Requirements: This is especially important for jobs involving children or other vulnerable groups.

How Far Back Can a Background Check Go In Ohio?

Ohio background checks have time limitations, primarily influenced by federal laws like the Fair Credit Reporting Act (FCRA) and certain state-specific regulations. The FCRA has a general seven-year rule that restricts how far back certain types of background information can be reported. This rule applies to civil suits, civil judgments, records of arrest, and paid tax liens. Generally, this information cannot be reported after seven years from the date of the last action taken. However, that’s not set in stone. For positions over $75,000, employers may request a background check extending further than seven years. 

While some states limit criminal record checks, in Ohio, criminal convictions can be reported indefinitely. However, employers still need to adhere to certain state and federal laws when asking about and considering criminal history. 

How Long Does an Ohio Background Check Take?

The time it takes to complete a background check in Ohio depends on several factors, including the scope and depth of the check, whether third parties are involved, and whether some of the checks need to be done manually. Let’s look at the rough timeline for each section of the background check.

Criminal History Checks

Criminal history checks are usually among the most important, but the completion speed depends on several factors. Some counties may require in-person searches, which can slow the process, while more expansive searches using nationwide databases or multi-state screening can also extend the process. 

Typical Timeline: 1 to 3 days.

Employment & Education Verification

This is where things can go either very fast or maddeningly slow. Delays in employer or school responses, incomplete or inaccurate information provided by the candidate, or complex verification requirements can make this background check section a slog. Employment and education verification often requires a physical person to check and respond, and while time may be of the essence to you, it doesn’t mean they’ll see it that way. Sometimes, patience is key. 

Typical Timeline: 2 days to 2 weeks.

Driving Records

Driving record checks usually come back quickly, as most of the searches can be done through an online database. These are often straightforward as long as there isn’t conflicting information that needs double-checking. 

Typical Timeline: 1 to 2 days.

Professional Licenses

This is another area that sometimes relies on good old-fashioned third-party legwork. While some states offer online verification tools that expedite the process, others may require licensing boards or agencies to physically respond.

Typical Timeline: Less than a day to several days.

Credit History Checks

Most background checks won’t involve a look into your credit history and financial information. Still, for anything with a high degree of financial responsibility, employers might ask for this, and you will also need to provide written consent. These checks reveal a candidate’s financial responsibility, debt levels, bankruptcies, and payment histories. They are usually carried out by external credit reporting agencies like Equifax, Experian, and TransUnion and are typically done quickly. However, delays might occur if the candidate has a limited credit history or inaccuracies in the provided information.

Typical Timeline: 1 to 3 days.

Personal References

Personal references are vital, but their availability and responsiveness can either speed up or slow down the process. Unlike formal background checks, reference checks rely on direct communication with previous employers, colleagues, or mentors.

Typical Timeline: 2 to 5 days.

When you add all of that together, an Ohio background check can come back in a day or two, but it might also take a couple of weeks if you run into any roadblocks. If criminal records need to be manually checked, they can easily become a lengthy waiting line, while things like employment/education verification and personal references are very much at the wim—and schedule—of the person at the other end of the email.

One way to speed things up is to partner with a background screening service that knows the ropes and how to navigate the complexities with minimal fuss and delay.

Ohio Background Check Laws & Requirements

Ohio requires employers to stay informed about both federal and state regulations. Ensuring compliance is not just about avoiding legal trouble; it’s about building trust with potential hires and establishing ethical hiring practices. Ohio employers must carefully follow applicable laws to avoid liability and ensure accurate, legally obtained background information.

By partnering with a reputable screening service like ScoutLogic, employers can feel confident knowing their background check processes comply with all legal requirements. Let’s break down the key legal considerations for conducting background checks in Ohio.

FCRA Compliance

The Fair Credit Reporting Act (FCRA) is Ohio’s primary federal law governing employment background checks nationwide. This legislation protects consumer privacy by setting strict guidelines for how employers can obtain and use background information.

Key FCRA requirements include:

• Written Consent: An applicant must give their written consent before a background check is conducted. 
• Clear and Separate: The disclosure form must be separate from the job application and should not include unrelated language.
• Pre-Adverse Action Notification: If an employer plans to take negative action based on the results, they must notify the applicant, provide a copy of the report, and inform them of their rights to dispute inaccurate information.
• Adverse Action Notice: If a decision not to hire is made, the applicant must receive a final notice explaining the decision and their rights under the FCRA.

Failing to obtain proper consent can result in costly lawsuits and damage to a company’s reputation. 

Ohio Public Records Law

Compared with other states, Ohio is fairly relaxed about accessing public records, including criminal history, as long as it follows FCRA guidelines. However, unlike some other states, Ohio law does not impose specific restrictions on how far back criminal convictions can be reported. It’s also worth remembering that certain counties may have their own requirements for accessing public records.

Ban-the-Box Law (If Applicable)

Ohio’s ban-the-box law was enacted in 2015 when Governor Kasich signed it. It meant that the Buckeye State joined an ever-growing number of states (22 as of April 2025) restricting employers from asking candidates directly—usually with a semi-discreet box—whether or not they had a criminal record. Some cities and counties within Ohio, such as Cincinnati and Cleveland, have adopted their own ban-the-box ordinances that apply to public-sector employers.

As recently as 2024, Ohio saw a major lawsuit alleging that the Sheetz convenience store chain discriminated against minority job applicants by unlawfully screening for past criminal records. A warning for employers: This is one crime that can get very expensive very quickly.

Ohio Expungement Laws

Ohio law allows certain criminal records to be sealed or expunged, effectively removing them from accessible public searches. This might be the case for non-convictions (not-guilty verdicts, dismissals, etc), but it won’t apply to anything relating to serious or violent offenses and sex crimes. Employers must be cautious when reviewing background checks to ensure they’re not considering sealed or expunged records, as doing so can lead to legal repercussions. 

Frequently Asked Questions

Does Ohio Follow the 7-Year Rule Background Check?

Yes, Ohio follows the seven-year rule under the FCRA, restricting reporting of arrests, civil suits, and paid tax liens beyond seven years. Exceptions apply for jobs with salaries over $75,000 and criminal convictions, which can be reported indefinitely.

Final Thoughts

Few employers would consider hiring without some degree of background check. Whether you need the basics involving a light criminal record check and employment and education verification or the complete works that add on driving records, credit history, and checks on the sex offender registry, a thorough check is the difference between giving the tick of approval with complete and unwavering confidence and hoping for the best with a few lingering doubts.

The key to effective background screening is partnering with a reliable, knowledgeable provider like ScoutLogic. Our comprehensive services cover everything from criminal history and education verification to credit history and driving records, ensuring you receive accurate, up-to-date reports quickly. We’ve been doing this for a long time, so we know how to navigate the choppy and sometimes dangerous water of background check compliance so our clients don’t have to.

David Garcia

David Garcia, co-founder and CEO of Scout Logic, is an industry leader in the bulk background check world. With his strategic acumen and expertise in the HR sphere, specifically in hiring, recruiting, legal compliance, background checks, and resume screening, he’s an invaluable asset and consultant.

David's counsel extends across the boards of ScoutLogic, YipitData, and Supplier.io, drawing from his impactful stints on the boards of Infutor and Avetta. With an extensive 25-year journey, he champions unparalleled B2B commercial leadership within data & analytics, significantly shaping the HR landscape.