Background Investigation Adjudication
There are different types of federal background investigations and matching criteria used to determine whether or not an application is favorable. Depending on the purpose of the investigation and the level of the investigation, adjudicators apply the correct criteria to each case. If you want an effective employee screening program, you need a clear background check policy. But what should it include? We’ve provided an overview of what should be included in an employment screening policy below. In addition, we have created a sample background screening policy that you can use as a guide.
The Reasons We Screen Candidates and Employees
This section allows you to describe the purpose of your organization’s employee screening program. You can also explain the benefits, such as creating a safer working environment. You should also consider screening requirements if your industry requires certain background checks, such as the Department of Transportation.
Our Employee Screening Scope and Applicability
You should indicate whether you conduct only pre-employment background checks for employment or whether you do pre-hire checks, rescreenings, and/or ongoing monitoring of your employees. Outline everything that could be included in a background investigations. Explain that not all positions require the same background checks. You should present a comprehensive list of all rescreenings and monitoring that your organization conducts.
Note: If you have a separate policy for drug and alcohol testing, you can link to it from this policy.
A Description of the Employee Screening Process & Procedure
Employee screening is an essential step in the hiring process and aims to ensure the best fit for both the role and the company. The process helps companies to assess the skills, capabilities, and personality traits of prospective employees and verify their background and references. Here’s a general overview of the process:
- Job Advertisement and Application: The process begins with a clear job advertisement that outlines the necessary qualifications, experience, and responsibilities for the role. Candidates apply by submitting their resumes, cover letters, and possibly other materials such as portfolios or samples of work.
- Initial Screening: The hiring team or human resources department screens the applications to filter out unqualified candidates. This step typically involves reviewing resumes and cover letters to match against the job criteria. At this stage, they may also look into candidates’ online professional profiles.
- Phone or Video Screening: A short phone or video interview might be conducted next. This is to verify the candidate’s interest in the role, basic qualifications, salary expectations, and availability. It’s also an opportunity to answer any initial questions the candidate may have about the job or the company.
- Assessment Tests: Depending on the role and the company, candidates may be asked to complete certain assessment tests. These could range from technical or skills-based tests to personality or behavioral assessments. These tests provide insights into a candidate’s ability to perform job-related tasks and their potential fit within the company culture.
- In-Person or Virtual Interview: Qualified candidates are then invited for an in-depth interview, which could be either in-person or virtual. This typically involves meeting with the hiring manager and possibly other team members or company leaders. The aim is to gauge the candidate’s suitability for the role, assess their interpersonal skills, and further evaluate their technical competencies.
- Reference Checks: If the candidate performs well during the interview, the hiring team may proceed with reference checks. This involves reaching out to former employers, supervisors, or colleagues listed by the candidate to verify the candidate’s previous job performance and professional conduct.
- Background Checks: Depending on the nature of the job and local regulations, employers may also conduct a background check. This can include verification of educational credentials, a criminal record check, a credit history check, or even a drug screening.
- Job Offer: After successful reference and background checks, the employer extends a job offer to the chosen candidate. This offer should detail the role, salary, benefits, and any other pertinent information. If the candidate accepts, the company proceeds with onboarding.
Remember, it’s crucial to keep this process fair, unbiased, and in compliance with all relevant local and national labor laws. Also, candidates should be kept informed about the process and given feedback, especially if they are not selected for the role.
Note: This is where you will explain that your company works with a third-party background check vendor like Sun BD.
Keeping Up with Compliance and Responsibilities
Your organization needs to include a compliance statement, which outlines how it adheres to any laws governing background checks. Additionally, you can discuss compliance with the Fair Credit Reporting Act and adverse action notices.
We Help You Create an Effective Background Check Policy
We are here to help! Let’s talk about your employee screening needs. In the meantime, check our background check policy sample.