The State Rules Register - For Employers and Landlords

This product is a collection of information on the subject of useable public record information that is typically available from background screening companies. Please note that the Register is not to be considered legal advice. The facts in any situation may lead to a different result when statutes are interpreted by the courts. If you have specific questions in a state where you may have operations, you should contact local counsel within that state.

This product is designed to help you understand and comply with the myriad of state laws affecting hiring of employees and leasing property that go beyond the Fair Credit Reporting Act (FCRA). Our goal is to present these restrictions, suggested practices, practical tips, and ongoing notifications in an easy to use format and in plain English. When using these materials, understand that if a state has a law identical to the FCRA or is less restrictive than the FCRA, this state law is not mentioned in the materials because it has no practical effect. The materials also contain restrictions enacted by some of the major cities/counties. This list is not guaranteed to be complete because such laws can be enacted with little to no true public notice. The materials do not contain such information enacted by smaller cities/towns and counties.

Every effort is made to keep this data current. The policy is that new content is added after a law is passed and before it goes into effect. The law is analyzed by the author. Pending laws are indicated along with effective date. Bills that are merely introduced and have not been passed are not included herein.

Note: This demo page includes information on Connecticut, Kansas, and Michigan.

Choose a Report to Display

1. Single-State Report - all restrictions within a given state

2. Multi-State Matrix - show list of restrictions for up to 10 states (with subscription)

3. Restriction Matrix - showing involved states

About Ban-the-Box

We designate these 4 possible restrictions listed below to use when researching this topic:

  • Ban-the-Box 1: Use of criminal record only after applicant meets minimum employment qualifications
  • Ban-the-Box 2: Use of criminal record only at/after interview
  • Ban-the-Box 3: Use of criminal record only after conditional offer of employment
  • Ban-the-box 4: Certain major municipality
Also, please click on the following 9-page document which reviews 5 major municipalities and lists 145+ counties and cities that impose some type of Ban-the-Box law within their respective jurisdictions.
  • Certain Municipality and County Restrictions Including Ban-the-Box
  • Resource Tabs

    (The Author strongly urges all new users to initially read the first 2 Resource Tabs below and to refer to these sections frequently during the subscription term.)

    General Information
    • Must-Read Special Instructions - What you need to know when using the State Rules Register

    • The FCRA Mandatory Reporting Restrictions

    • EEOC Enforcement Guidance on Use of Criminal Records

    • Compliance with Investigative Consumer Reports

    • The FCRA Relationship to State Laws

    • Determining Which State Law Applies

    • Using Consumer Reports: What Landlords Need to Know

    • Important Information on HUD and Section 8 Housing

    FCRA Forms
    • Summary of Consumer Rights

    • Notice to Users of Consumer Reports

    • Notice to Furnisher of Consumer Reports

State Specific Information and Certain State Forms

  • The Seven Year States

  • California

  • Los Angeles Ban the Box: Employer Pre-Adverse Letter and Employer Notice of Rights (in English & Spanish)
  • Massachusetts Privacy and CORI

  • New York and Article 23-A

  • New York: Form for disclosure of SSN

  • New York City Fair Chance Act Form

  • Washington: Special Adverse Action Notice Form for Landlords

  • E-Verify: States that Require & States that Outlaw Its Use

  • Municipal and County Restrictions Worthy of Note

List of Alerts


All Rights Reserved. © 2016 Larry Henry and Michael Sankey, User’s subscription is limited license to use the materials within this website. All materials are owned exclusively by the producers hereof. User may not sell, give away, reproduce by any means or stored in a database or retrieval system, copy or transmit this material to any third party without the express written consent of the copyright owners.