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Whether your company checks applicants’
background through the human resources department or through the
services of a third party, make sure these 10 important points are
part of a thorough process. Follow them, and you’ll see the difference
as you build a high quality workforce.
Be up front.
Tell applicants — verbally and in writing —
that you will verify all information they provide, and that your
company takes this part of the hiring process seriously. Ask for
their help in ensuring accuracy.
Simplify for careful record keeping, it’s good
policy to have all applicants complete a standard job application.
Beyond that, though, the application itself is a big help in verifying
information. Be clear that if you find misrepresentations, the applicant
doesn’t get the job.
Ask applicants to supply names and current phone
numbers of previous supervisors, the best reference choices. (Ask
for two or three, in case one is unavailable.) Even if a previous
employer is out of business, former co-workers, supervisors, clients,
or customers can still be used. If the applicant is currently employed
and does not want his or her company contacted, ask for someone
who has recently left the company.
Finally, emphasize the background check’s positive
side: you want to know you are hiring the most qualified person,
and thorough background checks help ensure the right results.
Is it all there?
You expect attention to detail from employees;
expect the same from applicants. Clarify vague or partial information
on the application or resume, such as a prior employer listed without
an address. If anything is omitted — in full or in part — ask
your applicant to properly complete it before you accept the application.
See some gaps? Ask about them.
Is there a significant employment gap on the
application? Asking why isn’t intrusive. You simply need to understand
the applicant’s career progression. And ask for someone to verify
the gaps.
Use an Authorization Form.
Have the applicant sign an Authorization Form
permitting you to check references, public records, and previous
employers. To boost employer response, clearly state that they and
all others are released from liability for information they supply.
A thorough authorization form asks for the following:
- Other names used (married, maiden, or other changed names,
and the dates they were used)
- Date of birth (for identification purposes; critical for searching
criminal records)
- All driver licenses (state issued, license number, and dates
issued)
- Prior addresses (five years of previous addresses and dates
of residence)
- E-mail address
To streamline the background check, separate
the form from the application. You’ll save time referring to one
simple sheet as you search public record and verify employment and
education.
Protect applicants’ privacy
Instruct your staff to respect the privacy of
applicants by keeping information confidential. Don’t make unnecessary
duplicates of reports or forms; securely store them. Enforce that
only those who need it may access personnel, application, and background
information. Periodically remind staff of the importance of confidentiality.
Notify applicants that future potential employers
may contact you
Advise job applicants that you, as their employer,
will report relevant data on their performance to future potential
employers or to outside human resource consultants. Here is an example
of notices that Pretiem’s member companies use:
Notice of Reporting Data about
Employers
A record of your employment and separation
will be reported to Pretiem, who in turn may report that information
to your prospective employers who are members of Pretiem. Information
to be reported includes your name, social security number, dates
of hire and separation, eligibility for re-hire, and other related
information. Your ability to be employed by members of Pretiem
may be affected as a result.
Verify employment and education
When contacting previous employers, indicate
that the applicant consented to your verifying this information.
Have all involved employees use a prepared script to consistently
ask standard questions about:
- employment dates
- position held
- why he or she left
- whether he or she is eligible for re-hire
- punctuality and attendance/absenteeism
- disciplinary problems
- performance of duties
- work quality
- interpersonal skills
- whether the work was satisfactory
When reviewing information from past employers
check whether:
the dates match up there are periods identified
as self-employment or gaps of employment listed employers cannot
be identified several or all listed employers have gone out of business
the applicant accurately described job titles and duties
On top of employment checks, verify that the
applicant actually attended and graduated from the school (s) listed
on the application.
Criminal history
Given today’s volatile climate, all companies
should have a workplace violence prevention policy. State in your
policy that you conduct criminal record searches on all applicants.
Use conviction information only — not arrest records. This is very
important, as an arrest record alone does not indicate guilt. When
deciding whether a conviction disqualifies the person from employment
at your company, carefully consider:
- How long ago was the conviction?
- How old was the applicant at the time of the conviction?
- Has the person demonstrably changed? What kind of rehabilitation
did he or she undergo?
- How many times has the applicant been convicted? Is there a
pattern?
- What is the employment history since the conviction?
- How serious was the crime?
- Did the crime relate to job duties?
Driving history
Is the applicant’s driver license is current
and valid? Are there violations and suspensions that show a pattern?
How many violations has the applicant committed?
Consider a third party resource for thorough
background checks.
Many companies work with outside resources to
enhance their human resources teams. If you use one to improve your
background checks, you must comply with the Fair Credit Reporting
Act by:
- clearly stating you will conduct a background check
- getting applicant authorization for background reports
- providing the applicant (or employee) with a copy of the background
report and a description of rights under the FCRA before denying
employment (or a promotion) based on information in the background
reports
- waiting a reasonable period of time before taking action. Supply
the applicant with the name, address, and phone number of the
consumer-reporting agency so he or she may dispute the information’s
accuracy.
Pretiem, a recognized leader in supplying accurate screening
reports to employers, will check your applicants’ criminal, credit,
employment history and driving records to help ensure that you are
making the right hiring decision. For more information, visit www.pretiem.com.
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