Background Check Policy Sample for Employees

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This template for an employee background check policy is available for customization to meet the demands of your business and should be used as a basis for developing your employment rules.

Policy Summary and Goal

Our employee background check policy refers to the rules we follow when we look into the backgrounds of job seekers as part of the hiring process. Using background checks, we can:

1. Get background information on candidates.

2. Make sure we pick trustworthy personnel.

3. Check the authenticity and veracity of the information provided by candidates.

4. Weed out candidates with a history of violent crime.

Scope

Candidates that move through the recruiting process at our business are subject to this employee background check policy. It might also be applicable to internal candidates who are up for a promotion or transfer.

Policy elements

Background checks could consist of:

1. criminal histories

2. credit histories.

3. a drug test.

4. reports on verification

5. Driving history.

6. checks of references.

Before our organization hires a candidate, they are not all required to pass every background check we offer. Each role requires specific qualifications. Driving records, for instance, can be important when hiring office administrators but not when hiring dependable salespeople and cab drivers. Included in the fundamental background check is. Certain background check types may be forbidden or constrained by local regulations. Legal requirements will always be followed by us.

Criminal background checks are required of applicants for positions where they will:

1. Deal with our clients or stakeholders as a representative of our business.

2. possess knowledge of a sensitive and private matter

3. Manage finances and money

4. Have any interactions with young people or the elderly

When should you run a background check on an employee?

Background checks typically cost both time and money. We urge hiring managers and HR personnel to conduct checks sparingly, ideally on the final round of selected prospects in the hiring process or a candidate they have decided to hire. The candidate may need to have an offer in hand before we can seek permission to run a background check due to local rules. We’ll abide by all rules.

Background checks shouldn’t be used to eliminate candidates or cut down on the number of job applicants. Background checks are intended to support a hiring choice and guarantee that the individuals who have been chosen for a position are qualified.

Our company’s obligations

HR personnel and hiring supervisors must:

1. In the job post, mention that a background check is necessary for employment.

2. Before running a background check, request formal consent from candidates and inform them of the timeframe.

3. Employ a trustworthy background check company. Cost, legality, a provider’s dedication to anonymity, and turnaround time are all factors to take into account. HR should look for a new provider if our existing one doesn’t satisfy our expectations for these factors.

4. Candidates should be informed of the outcomes of their background checks and our plans (reject or move candidates to the next hiring phase.) Providers of background checks should provide candidates with copies of their findings.

5. Conduct background checks on all applicants who move on to the [interview process] for a particular post without favoring any one person above others.

6. Provide candidates with the details they need to contest a report or handle any problems a background check reveals.

In the absence of a verbal job offer, hiring managers and HR must inform candidates that a clear background check does not guarantee employment.

What to make of unfavorable results

Candidates with criminal history are not automatically disqualified from the recruiting process unless they have been found guilty of significant crimes (e.g. sexual assault.) We shall evaluate the substance of criminal histories using the following standards:

1. Number of convictions for the same offense in criminal court.

2. The most recent criminal conviction has passed in time.

3. How the position is affected by the criminal conviction.

Keep in mind that when analyzing a candidate’s background check, HR and recruiting managers will focus on convictions rather than arrests.

The company’s interests should be taken into consideration by HR and hiring managers when determining how serious any problems that background checks turn up are. For instance, applicants for a position requiring driving a corporate vehicle should have a minimum of two years of spotless driving history. Candidates who have recently been convicted of drunk driving should be rejected by HR and hiring managers.

In general, hiring managers and HR should reject a candidate if they determine that they pose a significant or unjustifiable risk to the business.

In the event of a slight discrepancy, hiring managers and HR might contact candidates to discuss the findings of their background checks (e.g. a suspended license.) Candidates may still be hired to work for our business if they respond adequately.

Procedure

Our goal is to hire people in a transparent manner while upholding their rights. We suggest that HR personnel and hiring managers use the following process for background checks:

1. The need for and details of a background check for a position are discussed between hiring managers and HR.

2. The hiring managers specify that a background check is necessary before employment in the job posting.

3. When one or more candidates are chosen as finalists, recruiting managers or HR get in touch with the candidates to request written consent for background checks and to explain the procedure. Utilizing an applicant tracking system will enable you to do this (ATS.)

4. Candidates are told by HR that they won’t be considered for the position if they decline to undergo background checks. Background-check services may begin the review if candidates give written consent.

5. The following steps for the candidates and the position are decided upon after HR receives the results of the background check.

6. Candidates are given copies of their individual background check reports, and hiring managers make sure they are informed of their choices. If there are unfavorable findings, hiring managers and HR must inform candidates of their right to contest the information.

Information found by background checks is always subject to our standards on confidentiality and data protection.