Background Check Process Template

About Background Checks

Why We Run Background Checks

At our company, we are committed to ensuring the safety and security of our workplace, employees, and clients. As part of this commitment, we conduct background checks on all new hires and some contractors to verify their identity and to assess their suitability for the position.

What to Expect

This standard operating procedure (SOP) outlines the steps that we follow to run background checks on new hires and contractors.

1. Before running a background check, we obtain written consent from the individual and provide them with a copy of our background check policy.
2. We verify the individual's identity by checking their government-issued identification, such as their driver's license or passport.
3. We work with a reputable and compliant background check provider, and we provide them with the necessary information and consent forms to conduct the background check.
4. We review and confirm the scope and parameters of the background check with the provider, including the types of checks to be conducted and any relevant legal or regulatory requirements.
5. We receive the results of the background check from the provider, and review them to assess the individual's suitability for the position.

By following this SOP, we will ensure that we conduct thorough and compliant background checks on new hires and contractors, and that we protect the safety and security of our workplace.

What Your Background Check Covers

We use a combination of methods to conduct a background check on job applicants.

The background check provider will oversee the following:

1. Criminal record check: A criminal record check is a search of a database of criminal records to see if the applicant has a history of criminal activity. This can be done at the federal, state, and local level.
2. Employment verification: An employer will typically verify the applicant's previous employment history, including job titles, dates of employment, and reasons for leaving previous jobs.
3. Education verification: The employer may verify the applicant's educational history, including the type of degree received, the date it was awarded, and the name of the institution.
4. Credit check: An employer may conduct a credit check to get a sense of the applicant's financial responsibility and stability.
5. Driving record check: For jobs that require driving, the employer may check the applicant's driving record to ensure they have a valid license and have not had any major traffic violations.
6. Reference check: An employer may check references provided by the applicant to get an understanding of their work history, job performance, and character.
7. Drug test: Some employers may require drug tests to ensure that applicants are not using illegal drugs or misusing prescription drugs.
8. Social media check: An employer may review the applicant's social media presence to get an understanding of their personal life and interests.
9. Licensing and certification verification: For jobs that require specific licenses or certifications, the employer may verify that the applicant has the required credentials and that they are current.
10. Criminal background check: Some employers may run a criminal background check through private companies, which may involve searches of public records and databases.

It's worth noting that the methods used for a background check may vary depending on the employer's policies, the laws of the jurisdiction, and the type of job for which the applicant is applying.

Background Deal-breakers

Here are the basic factors that can lead to an applicant being disqualified from a job with us during a background check.

Disqualifiers:

• Criminal record: A criminal record, especially for serious or violent offenses, may result in disqualification from a job.
• False information: Providing false or misleading information on a job application, resume, or in an interview can result in disqualification.
• Poor credit history: Depending on the role, a poor credit history can be an issue. For example, if the job involves handling money, a poor credit history may be considered a red flag.
• Unsatisfactory employment history: A history of frequently changing jobs, being fired, or having negative evaluations from past employers can be cause for disqualification.
• Drug use: A history of illegal drug use or a failed drug test can result in disqualification.
• Driving record: Jobs that require driving, such as a delivery driver or truck driver, will often check an applicant's driving record and may disqualify them if they have a history of traffic violations or accidents.
• Failure to meet education or certification requirements: If the job requires a certain level of education or certifications, failing to meet these requirements can result in disqualification.
• Neglect of previous responsibilities: An applicant who has a history of neglecting their responsibilities, such as failing to pay bills / child support or missing work without a good excuse, may be disqualified.
• Social media activity: We may review an applicant's social media presence (such as LinkedIn) as part of a background check. Posts that are discriminatory, harassing, or show illegal activities can result in disqualification.
• Violation of professional conduct: An applicant who has violated professional conduct standards in the past, such as engaging in unethical behavior or breaching client confidentiality, may be disqualified from a job.

It's worth noting that background check policies and what can result in disqualification vary by company and industry, and can also be influenced by laws such as the Fair Credit Reporting Act (FCRA) in the United States.

After Receiving Your Results

Challenging Background Checks

We notify the individual of the results of their background check, and we provide them with an opportunity to review and challenge any inaccurate or incomplete information.

If you believe that the information in your employment background check is inaccurate, it's important to address the issue right away. Here are some steps you can take to challenge an inaccurate employment background check.

1. Review the background check report carefully to make sure you understand all of the information that is being reported. Look for any errors or inaccuracies in the report.
2. Gather any documentation that you have that contradicts the information in the report. For example, if the report states that you were fired from a previous job and you have documentation showing that you resigned, this would be useful to have.
3. Contact the company that performed the background check and explain the errors in the report. Provide them with any documentation that you have that contradicts the information in the report.
4. Ask the company to correct the errors in the report and to provide you with a copy of the corrected report.
5. If you still believe that the report contains inaccuracies, you can contact HR and provide them with the corrected information.
6. If the inaccuracies are significant and are impacting your chances of getting hired, you can reach out to the Equal Employment Opportunity Commission (EEOC) or other local authorities to file a complaint.

It's important to act quickly when you discover errors in a background check report, as the longer you wait, the more difficult it can be to correct the information.

It is also important to consider that even if you clear the inaccuracies, it will not guarantee that you will get the job. However, it is important to correct the inaccuracies so as to not impact your future job opportunities.

Confidentiality

We will maintain the confidentiality of the background check results, and we will only use them for the purpose of assessing the individual's suitability for the position.

Background checks on employees are confidential to protect the privacy of the individual being investigated, as well as to ensure that the information gathered is not used for discriminatory or retaliatory purposes. Additionally, if the information revealed in a background check is not kept confidential, it may discourage individuals from applying for a job or limit the diversity of the applicant pool.

Furthermore, confidentiality will help to prevent the spread of false or misleading information and prevent damage to the reputation of the individual. It also helps to prevent you from being stigmatized or ostracized by your colleagues if anything appears in your background check results.