HR Background Check Guidelines

HR BACKGROUND CHECK GUIDELINES

Purpose: These guidelines describe the scope, permissible uses, required procedures, and employee/applicant acknowledgments associated with pre-employment and ongoing background checks conducted for hiring, promotion, transfer, or retention decisions. The organization conducts background checks consistent with applicable federal, state and local laws, and with due regard to accuracy, relevance and confidentiality.

Scope and Definitions

Scope: Background checks may include identity verification, criminal record searches, employment verification, education verification, professional license and credential verification, and consumer reports when authorized. "Consumer report" means any information obtained from a consumer reporting agency. Disclosure and adverse action procedures will be followed when consumer reports are used to make adverse employment decisions.

Definitions: Identity verification includes name, date of birth and social security verification. Criminal record searches include county, state and national repositories as permitted by law. Employment verification confirms dates employed and job titles. Education verification confirms degrees, dates and institutions.

Background Check Components (select applicable)

The following components may be included in a background check for this position. Check applicable components:

Identity verification (name, DOB, SSN verification)

Criminal history search (county, state, national)

Employment verification (prior employers, dates, titles)

Education verification (degrees, institutions, dates)

Professional license or credential verification

Credit report (only where job-related and permitted by law)

Timing and Frequency

Background checks will generally be conducted after a conditional offer of employment has been extended and accepted. Rechecks may occur when required by law, regulation, contractual obligation, or business necessity. Anticipated start date:

Authorization and Consent

Applicant Name: hereby authorizes the organization and its authorized agents to obtain consumer reports and other investigative background information as described above. This authorization is valid during the application process and for employment-related purposes as permitted by law.

I hereby consent to the background checks indicated above and to the release of relevant records and information to the organization. I understand denial or revocation of consent may affect my candidacy or continued employment.

I consent to the background checks and authorizations described in this document.

Personal Information (for verification)

Position Information

Employment History (most recent first)

Education

References

Legal Disclosures and Notices

At-Will Employment: Where applicable, employment is on an at-will basis. Nothing in this document creates an employment contract or alters the at-will relationship unless expressly set forth in a signed written agreement.

Equal Opportunity: The organization provides equal employment opportunity and will not discriminate based on protected characteristics. Background check results will be considered in a manner consistent with applicable equal employment laws.

Consumer Reports and Adverse Action: If a consumer reporting agency's report is used in whole or in part to take adverse action, the organization will provide the required pre-adverse action disclosure and a copy of the report, and give the applicant a reasonable opportunity to respond before a final adverse action is taken. Time to respond will be consistent with applicable law.

Adverse Action Process

Prior to any adverse decision based on background search results, the organization will provide a written notice that includes a copy of the report, a summary of consumer rights where required, and instructions on how to dispute inaccuracies. The applicant will have a reasonable period to dispute or provide mitigating information prior to a final decision.

Data Retention and Confidentiality

Records produced or collected in connection with background checks will be retained, accessed and destroyed in accordance with organizational record retention schedules and applicable law. Access to background check data is limited to individuals with a legitimate business need. All information will be handled as confidential personnel records.

Applicant Certification and Authorization

I certify that the information I have provided on this form is true, complete and correct to the best of my knowledge. I understand that any misrepresentation or omission may disqualify me from employment or be grounds for disciplinary action, up to and including termination.

By checking the box below I authorize current and former employers, educational institutions, licensing authorities, law enforcement agencies, courts, and consumer reporting agencies to disclose records and information about me to the organization and its authorized agents for the purpose of evaluating my application or continued employment.

I certify the information is true and I authorize the background checks and disclosures described above.

Authorization to Contact Previous Employers

I authorize the organization to contact the previous employers listed and to obtain verification of my employment, job performance, dates of employment and any other job-related information. This authorization remains in effect as long as I am under consideration for employment and, if hired, for the duration of employment when required.

I authorize contact with previous employers and release them from liability for providing truthful information.

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