Employee Background Checking Policy & Procedure

Many firms use Background Checking to confirm the information provided by candidates throughout the hiring process. It entails a number of checks, including the employer going over your educational records, previous employer education, identification checks, résumé checks, and address checks. It is completed once the candidate has passed all of the interview rounds, and it can take up to 10 working days to complete. When the employer is seeking detailed information, it may take longer.

-What types of background checks are available for new hires?

The following are the six most prevalent and important forms of background checks for new hires:

1. Work history of the candidate:

To prevent hiring someone who poses a risk to the previous employer.

2. Criminal record:

To ensure that the candidate’s entrance does not harm the company’s reputation or endanger the organization’s safety.

3. Credit Score:

This is used to check the candidate’s financial soundness. It’s also done to see if the candidate has ever been convicted of financial fraud.

4. Reference check:

Checking the employee’s legitimacy and personal behavior with others who know them.

5. Perform a social media check:

To ensure that the possible employee is from a low-income background, always Perform a social media check.

6. Drug Screening:

To ensure that the possible employee does not carry or arrive with any substances that the government has declared illegal.

What is an Employee Background Verification Process and How Long Does it Take?

A comprehensive analysis of a candidate’s employment history, college degrees, academic credentials, public records, and occasionally credit scores constitutes an employee background verification procedure.

The procedure normally takes 3-10 days. It may, however, be extended if a company wants to do a thorough investigation into your background (mostly done for senior level hires).

In most circumstances, a firm will do a background check on you after you have passed all of the interview stages.

What Information Can Come up in a Background Check?

Companies pay attention to the following data during a background check before giving you the job:

Your public records –Companies can readily get your court records and criminal background from any law enforcement agency.

Your public records – Companies will look into your previous employers, the dates you worked for them, your function in each firm, your compensation, performance history, your behaviour in the company, and so on. And don’t forget the drug test results!

Education records – Employers will contact your institution to verify your qualifications. This is a foregone conclusion since faking degrees, falsifying certificates, and fabricating grades are the most typical sorts of business fraud.

Address verification – Who, after all, lies about their address? Those who are attempting to hide their history.

-Common Misconceptions About Employee Background Checking Policy & Procedure

 Many employers and employees have misunderstandings about Employee Background Checking Policy & Procedure, which can lead to a hiring or application error. Let’s have a look at some typical misunderstandings:

Myth #1: All background checks are created equal.

The truth is that no two background checks are alike. Before your company hires someone, they don’t have to pass every type of background check. Each position has certain criteria. Driving records, for example, may be relevant to field salespeople and taxi drivers, but not to office employees.

Myth #2: Having a criminal record automatically disqualifies you from hiring.

Fact: Most candidates and employees believe that having a criminal past will prevent them from being hired. Not every arrest results in a conviction. An arrest on their record does not mean they are guilty. Though background screening can go into every detail of a person’s past, there may be a solution that doesn’t overthink your candidate’s character. The basic line is that having a criminal past does not automatically rule you out of employment.

Myth #3: Background checks are only available to large corporations.

Fact: An employee background check is essential for any company, whether it is a Fortune 500 company, a medium-sized company, or a small firm. Small and medium-sized businesses can’t afford to hire the wrong candidates. One of the most common causes of startup failure is hiring the incorrect team. Bad hires can cost a company far more than a background check.

Myth #4: Conducting a background check on candidates takes a long time.

Fact: The length of a background check is determined by the scope of the search, the length of the records, the location of the records, and local laws. Employee background verification tools require 30% less time than the competitors on average.

Myth #5: Job seekers have no power

Fact: Job seekers believe they have little control over background checks and that employers hold all the cards. Some employers believe those candidates are helpless. However, a background check cannot be conducted without the applicant’s consent. If the employer decides not to hire the candidate, the employer is also required to explain why. An applicant also receives a copy of the background check report and has the option of contesting it.

-3 Cs Of Employee Background Checking Policy & Procedure

Employment background check rules are among the most important to examine on a regular basis, such as every six months or whenever the policy is made. Employment screening enables businesses to hire the best person for the job while also safeguarding their employees, customers, and reputation. A human resources background check policy, on the other consideration, must be implemented fairly and in accordance with all applicable legislation. This is true for criminal background checks, driving records, drug testing, credit checks, education, and employment verification, and other relevant checks. We’ve assembled the three C’s of background check policy to help you make sure you’re following best practices: Consistent, compliant, and company-wide These factors should be considered while writing appropriate background check policies.


Create and implement background check rules for the entire company, including executive management, and determine whether to screen solely potential hires, current employees, or both. Routine post-hire background checks are becoming more frequent, and they can help you stay compliant with any industry-specific rules or contractual responsibilities, as well as keep you informed of any new issues that arise during the employee’s term with your company. The Equal Employment Opportunity Commission (EEOC) suggests a policy in which all potential employees are screened after a conditional offer is made, and all current employees are screened at predetermined intervals. All candidates and employees will be handled equally and consistently in this manner.

Assuring that everyone you hire is qualified saves time and work while also maintaining company morale. Even high-ranking executives have fabricated career details that have caused their organizations to suffer. Yahoo’s CEO resigned in 2012, partly owing to allegations that he lied on his CV about his education. Role-specific policies can (and should) be implemented across the board. Many employers select multiple report packages depending on the job candidate’s position once hired. For example, you may write your policy so that all senior management positions require employment and education verification, while certain entry-level positions do not. Similarly, you might decide to demand employment credit checks for senior management or other positions with access to large sums of money (if your local laws allow it), but not for positions where credit history is less relevant. Obviously, if you’re interviewing candidates for positions that require driving, you should check their driving records.


Pre-employment background checks must be consistent as well. Inconsistency in the application of HR policies might lead to negligence litigation. Background screening is not immune to discrimination accusations due to inconsistent enforcement. Establish standards for the types of screenings your company will undertake for various employee levels, and ensure that this process is followed by all candidates in those levels. Background checks should be conducted on two candidates who are seeking the same position. Within each level, screening all potential candidates according to your stated policy can assist ensure that you are treating all candidates fairly and consistently implementing policies.

It’s also important to be consistent with your criminal background check policy and how criminal records affect your hiring selections. Only convictions directly relevant to the job requirements should be considered, according to the EEOC. The safest strategy is to avoid policies that automatically reject specific types of crime. Create a policy that takes into account all negative information received, as well as the following three factors:

-The nature of the desired position

-The type of crime committed

-The length of time since the conviction

Allow candidates to provide context on the negative facts that may result in rejection or termination, and examine their statements. According to the Equal Employment Opportunity Commission, this process will provide a “business need and job relatedness” defense to discrimination claims. Getting both sides of the story is also fair and sensible, and it can help you keep qualified candidates in your talent pool.


Compliance with federal, state, and local laws is the final, and arguably most important, item to include in your employment background check policy. When you perform background checks, your employment screening policy should specify when you will do it, which can vary depending on your needs and preferences. After obtaining the candidate’s approval, an employer may undertake employment screening at any time. If you or your candidate live in a city, county, or state where a ban-the-box statute restricts the timing of a background check, you must also follow those requirements. It makes sense to screen only the final few candidates or those who have received a conditional offer if you are not subject to a ban-the-box law. This way, the costs and benefits of background check information in the hiring context are balanced.


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