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Employment Security Prescreen

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Employment Security Prescreen

Personal Information

Phone:

Email:

Date of Birth:

Driver's License #:

State Issued:

Position Information

Available Start Date:

Employment Type:

Salary Expected:

Employment History (Most Recent)

Supervisor:

Phone:

Title:

Start Date:

End Date:

Employment History (Previous)

Supervisor:

Phone:

Title:

Start Date:

End Date:

Education

Graduation Date:

References (Professional)

Security, Criminal History & Foreign Contacts

Have you ever been convicted of a felony or misdemeanor (excluding minor traffic offenses)? 

Have you ever been terminated for cause, disciplined for misconduct, or resigned while under investigation? 

Do you have any foreign national contacts, foreign employment, foreign financial interests, or foreign travel in the past seven years that could be relevant to a security review? 

Authorizations and Disclosures

I authorize the company and its designated agents to obtain and verify all information provided on this prescreen, including but not limited to employment history, education, criminal history, motor vehicle records, credit reports where job-relevant, and any other public or private records. I further authorize prior employers, educational institutions, law enforcement agencies, and personal references to release such information to the company.

I understand that this prescreen may include drug and alcohol testing and fingerprinting where required by position or law, and that a conditional offer of employment may be rescinded based on the results of these checks. I release the company and all providers from liability for claims arising from the collection, investigation, or reporting of information obtained in connection with this prescreen, provided such actions are performed in conformance with applicable law.

By checking the box below I provide specific authorization:

Employment Policies & Applicant Certification

I acknowledge that if hired, my employment will be on an at-will basis unless an express written agreement signed by an authorized company representative states otherwise. The company is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or other protected status where applicable.

I certify that all information provided on this prescreen is true, complete, and correct to the best of my knowledge. I understand that falsification, omission, or misrepresentation of information may result in denial of employment or termination if discovered after hire. I consent to verification of any statements contained herein and understand that additional documentation may be requested.

Acknowledgment of Rights & Penalties

I understand that certain positions may require a security clearance or other suitability determinations. Providing false statements or failing to disclose required information for security purposes may subject me to disciplinary action, up to and including termination, and may be subject to criminal penalties under applicable law.

I further understand that receipt of information provided by third parties will be handled in accordance with applicable law and company policy. I may be required to sign additional release forms to complete background checks for specific roles.

Applicant Certification & Signature

I certify under penalty of perjury that the foregoing is true and correct. I understand that this prescreen is not an employment agreement and does not alter the at-will nature of employment.

Applicant Printed Name

Signature

Date

Enter text✕

What the Employment Security Prescreen Is and When it’s Used

The Employment Security Prescreen is a standardized pre-employment questionnaire employers use to collect identity, eligibility, and authorization details needed before hire or for state employment-security processes. Typical content includes full legal name, date of birth, Social Security number, employment history, signature authorizations for background and wage verifications, and consent to share limited data with relevant agencies. Organizations use the prescreen to document applicant consent, route verifications, and create an auditable record for hiring decisions. The form can be completed on paper or electronically and integrated with compliant eSignature platforms for secure submission.

Why an Employment Security Prescreen Matters for Employers

A clear prescreen centralizes identity and authorization data, documents candidate consent, reduces onboarding delays, and provides an audit trail for compliance with federal and state rules. Accurate prescreens help prevent payroll and unemployment disputes and support background and eligibility checks in a defensible way.

Why an Employment Security Prescreen Matters for Employers

Who Typically Completes or Reviews the Prescreen

Employers, HR teams, staffing agencies, and hiring managers commonly collect Employment Security Prescreens early in the hiring workflow.

  • Human resources teams use prescreens to collect baseline identity and consent data before onboarding.
  • Staffing and recruiting firms issue prescreens at candidate submission to clients and for compliance checks.
  • Hiring managers review prescreens to confirm role eligibility and flag items for further verification.

External verifiers and state employment agencies may also review the completed prescreen when processing eligibility or claims.

Typical Signers and Approvers

HR Manager

Responsible for issuing the prescreen, reviewing completed responses, and retaining records according to company policy and applicable law; may escalate discrepancies to legal or payroll teams for resolution.

Applicant / Candidate

Completes personal data, authorizations, and electronic signatures; must provide accurate identity and contact details and consent to background or wage checks if requested.

Essential Data Collected on the Form

Full Legal Name: Exact name on ID
Date of Birth: MM/DD/YYYY
Social Security Number: SSN required for verification
Employment History: Recent employers and dates
Authorization Consent: Background check OK
Contact Information: Address, phone, email

Principal Risks from an Incorrect Prescreen

Payroll Errors: Incorrect wage reporting
Unemployment Disputes: Claims or appeals
I-9 Violations: Paperwork penalties
Privacy Breaches: Unauthorized PHI exposure
Background Mismatches: Delayed hires
Recordkeeping Failures: Noncompliance fines

Core Components of a Professional Prescreen

A well-designed Employment Security Prescreen groups identity, authorization, work history, and signatures while providing clear consent language and optional attachments for supporting documents.

Identity Verification

Fields to record government ID data and allow attaching scans or images to confirm identity and reduce mismatches during verification.

Employment History

Structured fields for employer names, roles, and dates to standardize background checks and speed reference verification workflows.

Consent and Authorizations

Clear, consumer-facing disclosure language required for electronic consent where applicable and for authorizing background or wage checks.

Signature Section

Designated signature and date fields for applicant and any company representative with audit-trail metadata for electronic signatures.

Supporting Attachments

Space to upload I-9 documents, licenses, or certificates to accompany the prescreen and streamline verification.

Record Controls

Fields for internal use: reviewer initials, verification outcome, and retention classification for compliance.

Stepwise Process to Complete the Prescreen

Follow these steps in order to collect accurate applicant information and preserve an auditable record for compliance.

  • 01
    1. Issue form: Send prescreen to candidate via secure channel.
  • 02
    2. Candidate fills: Applicant enters data and uploads documents.
  • 03
    3. Authorize checks: Candidate signs consent for verifications.
  • 04
    4. Record review: HR reviews entries and stores records.

Typical Digital Submission Flow

The electronic workflow mirrors the paper process but adds authentication, attachments, and an audit trail for each signing event.

  • Upload Document: Sender uploads prescreen template to platform.
  • Place Fields: Add required text, date, and signature fields.
  • Send to Signer: Generate secure invite or link to candidate.
  • Capture Audit Trail: Platform records IP, timestamp, and actions.

Recommended Digital Workflow Settings

Configure these settings to balance signer convenience with identity assurance and record integrity.

Field Configuration
Authentication Email link with optional SMS code for stronger verification.
Attachments Require PDF or JPG for identity documents.
Retention Tagging Apply retention category at completion.
Audit Trail Enable full action logging and download of certificate.

Technical Considerations for eSubmission

Confirm the vendor provides AES-256-at-rest encryption, TLS in transit, and a clear records-export process to meet retention and legal discovery needs.

  • File Formats: PDF, DOCX accepted
  • Integrations: Connectors to HRIS and ATS
  • Authentication: Email, SMS, KBA options

Timing and Retention Triggers to Watch

Certain actions and legal obligations create deadlines for collection, retention, and production of prescreen records.

Provide on Request:

Candidate should return prescreen promptly when requested.

I-9 Retention Rule:

Retain I-9 for 3 years post-hire or 1 year after termination, whichever is later.

Background Checks:

Obtain signed consent before initiating checks.

State Agency Requests:

Respond within agency timelines; vary by state.

Internal Review:

Complete HR verification within standard onboarding window.

Key Processing Milestones

Track these milestones from form issuance through verification to ensure timely decisions and legal compliance.

01

Issue Prescreen

Sender issues form to candidate immediately after conditional offer.

02

Candidate Response

Candidate submits form and attachments within onboarding window.

03

Verification Complete

Background and employment checks return results to HR.

04

Record Retention

HR tags and stores completed record for the required retention period.

How the Prescreen Differs from Related Forms

Compare the Employment Security Prescreen to similar templates to avoid confusion about purpose and routing.

Document Purpose Typical Use
Employment Security Prescreen candidate screening authorization and identity collection
I-9 Form employment eligibility federal identity and work authorization
W-9 Form taxpayer id collection for contractors and payees
Background Check Consent criminal history checks candidate permission for checks

eSignature Pricing and Feature Snapshot for Prescreen Workflows

Select a plan that matches volume, required authentication, and compliance needs; vendor offerings vary in price model and enterprise features.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No envelope cap 100 envelopes/user/year Varies Varies Varies

Frequently Asked Questions About the Prescreen

Answers to common legal, practical, and technical questions about completing and storing the Employment Security Prescreen.


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