Employee Background Check Policy

EMPLOYEE BACKGROUND CHECK POLICY

Purpose

This policy sets forth the criteria and procedures by which the Employer conducts background checks in connection with hiring, transfer, promotion, retention, and continued employment. The Employer's objective is to ensure a safe, secure, and productive workplace while complying with applicable legal requirements governing background screening and adverse action procedures.

Scope

This policy applies to all applicants and employees of the Employer, including full-time, part-time, temporary, and contract personnel. Background checks may be performed prior to a conditional offer of employment and may be repeated during employment where job duties, promotions, or regulatory requirements so dictate.

Definitions

Background check: any verification of criminal history, employment history, education, professional licensure, motor vehicle records, credit history, reference checks, or other information used to evaluate suitability for employment.

Types of Background Checks

Depending on position requirements and business necessity, the Employer may request one or more of the following checks:

• Criminal history checks (national, state, or county)
• Employment verification and references
• Education and professional credential verification
• Motor vehicle record checks
• Credit and financial background checks where job-related and permitted by law
• Drug and substance screening where applicable

Policy Statement

Background checks will be job-related and consistent with business necessity. Information obtained through background investigations will be considered in relation to the duties and responsibilities of the position sought or held. The Employer will treat applicants and employees fairly and will not take adverse action on the basis of information that is inaccurate, incomplete, or not shown to be relevant to job performance.

Disclosure and Authorization

Prior to obtaining consumer reports or investigative consumer reports, the Employer will provide a clear and conspicuous written disclosure that a background check may be obtained. The Employer will obtain the individual's written authorization to proceed with the background check where required by law.

By providing the authorization below and signing this policy acknowledgment, the employee or applicant consents to the Employer obtaining background information as described and to the release of information by third parties to the Employer.

I consent to the Employer obtaining background checks as described in this policy.

I consent to drug and substance screening where required as a condition of employment.

Adverse Action Procedures

If the Employer contemplates an adverse action based on a background report, the Employer will provide notice to the individual of the intended action and a copy of the report used in whole or in part to make the decision, together with a written summary of the individual's rights under applicable consumer reporting laws. The individual will be afforded a reasonable opportunity to review the report and to dispute its accuracy before a final adverse action is taken.

Confidentiality and Use of Information

Background check information will be maintained in a secure manner with access limited to individuals with a business need to know. Such information will be used only for employment-related purposes and in compliance with privacy and recordkeeping obligations imposed by law.

Record Retention

The Employer will retain background check records for a period consistent with legal obligations and the Employer's document retention schedule. These records will be destroyed in a secure manner when retention is no longer required.

Responsibilities

Human Resources is responsible for administering background checks, ensuring compliance with this policy, and managing disclosures and adverse action notices. Hiring managers are responsible for identifying positions requiring background checks and not making employment decisions until required checks and clearances are completed.

Legal Disclosures

At-Will Employment: Nothing in this policy creates a contract of employment. Employment remains at-will and may be terminated by the employee or Employer at any time, with or without cause, unless otherwise provided by a written agreement signed by an authorized representative of the Employer.

Equal Employment Opportunity: The Employer subscribes to an equal employment opportunity policy and will not discriminate on the basis of any protected characteristic. Background check information will not be used in a manner that unlawfully discriminates against applicants or employees.

Applicant / Employee Information

Position Information

Employment History (Most Recent)

Employment History (Previous)

Education

Professional References (3)

Applicant Certification and Authorization

I certify that all information provided in this document is true, complete, and accurate to the best of my knowledge. I understand that any material misrepresentation, omission, or falsification may result in denial of employment or, if employed, disciplinary action up to and including termination.

I hereby authorize the Employer and its authorized agents to obtain consumer reports and investigative consumer reports for employment purposes as permitted by law. I authorize past employers, educational institutions, references, and other persons and entities to provide information about me. I release all parties from liability for providing such information in good faith.

Yes No

I understand that results of a background check will be considered in connection with applicable law and that I will be given an opportunity to dispute or provide additional information prior to any final adverse action based on such results.

Acknowledgment

By signing below, I acknowledge receipt of and assent to the Employer's Employee Background Check Policy and authorize the Employer to conduct the background checks described herein as a condition of employment or continued employment where applicable.

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