HR Screening Policies

HR SCREENING POLICIES

Policy Number:     Effective Date:

Purpose and Scope

This policy establishes the required pre-employment and continuing-screening practices for employment candidates and employees who are subject to screening as part of hiring, promotion, transfer, contract renewal, or retention. It defines types of screens conducted, authorization and consent requirements, adverse action procedures, data handling, retention, and the responsibilities of Human Resources and hiring managers.

Definitions

For purposes of this policy:

Background Check: any verification of criminal history, employment history, education, professional licenses, credit, motor vehicle records, or other records as authorized by law. Adverse Action: denial of employment, rescission of offer, removal, or other workplace action that is based on screening results.

Policy Statement

The organization will conduct lawful, job-related screening of candidates and employees to verify qualifications, to protect clients, employees and assets, and to satisfy regulatory obligations. Screenings will be conducted consistently, comply with applicable federal, state, and local law, and be limited to positions for which the screening criteria are relevant.

Types of Screening and Scope

The organization may conduct one or more of the following screens as applicable to the role and as permitted by law. HR and the hiring manager will determine applicable screens prior to extending an offer.

Criminal background check — National, county, and state criminal records searches as appropriate to the position. Results will be evaluated relative to duties, time elapsed, and rehabilitation.

Employment verification — Verification of previous employers, job titles, dates of employment, and eligibility for rehire.

Education verification — Confirmation of degrees, certifications, institutions, and graduation dates.

Drug and alcohol testing — Pre-employment, reasonable suspicion, post-accident, and random testing as defined in program procedures.

Credit and financial background — Conducted only for positions with fiduciary duties, subject to applicable limits.

Motor vehicle record (MVR) — For positions requiring driving company or client vehicles.

Professional license and credential verification — Verification of active status and disciplinary history for licensed professions.

Social media and public record review — Limited to publicly available information and used only for legitimate business purposes.

International checks — For candidates with international education or employment history; scope subject to jurisdictional constraints.

Personal Information (for screening authorization)

Position Information

Anticipated Start Date:     Salary / Rate:

Employment History (most recent first)

Education

Graduation Date:

References

Legal Disclosures

At-Will Employment: Unless otherwise specified by a written employment agreement signed by an authorized officer, employment is at will and either the employee or the organization may terminate the employment relationship at any time, with or without cause or notice.

Equal Employment Opportunity: The organization is an equal opportunity employer. Screening decisions will not be made on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or other protected characteristics except where a bona fide occupational qualification applies or where required by law.

Authorization, Consent, and Applicant Certification

I, , authorize the organization and its designated agents to obtain consumer reports, investigative consumer reports, and to verify any and all information provided on my application or in related interviews. I authorize previous employers, schools, licensing authorities, and other persons to provide relevant information to the organization or its agents.

I certify that all information I have provided is true and complete to the best of my knowledge. I understand that falsification, omission, or misrepresentation of facts during any part of the screening process may result in denial of employment or termination of employment.

I understand that the organization will comply with all applicable notice and disclosure obligations prior to obtaining a consumer report and before taking any adverse action based in whole or in part on a report. I understand I have the right to challenge the accuracy of information contained in any report.

Consent to screening: I authorize the screening described above and acknowledge receipt of any required disclosure forms where applicable. Date of consent:

Adverse Action and Dispute Process

If information obtained in a report may lead to an adverse action, the organization will provide a pre-adverse action disclosure that includes a copy of the report and a summary of consumer rights. The candidate will have a reasonable period to review and dispute the accuracy of the information before any final adverse action is taken. Final adverse action will be communicated in writing with a statement of the specific reason(s) where required by law.

Data Protection and Recordkeeping

Screening records are maintained in secure systems and access is restricted to authorized personnel on a need-to-know basis. Background check reports and investigation files will be retained for a minimum period consistent with applicable law or company retention schedule. Specify retention period in months:

Responsibilities

Human Resources is responsible for: ensuring screenings are authorized, retaining records, coordinating with third‑party screening vendors, delivering required consumer disclosures, and ensuring compliance with law. Hiring managers are responsible for identifying role‑appropriate screens, documenting job‑relatedness, and ensuring consistent application of screening decisions.

Training and Review

Relevant staff will receive training on the application of screening criteria, nondiscrimination, and the adverse action process. This policy will be reviewed periodically and updated as required.

Exceptions and Special Circumstances

Applicant Certification and Authorization (Acknowledgment)

I certify under penalty of perjury that the information provided on this form is true and complete. I voluntarily authorize the organization to obtain the screenings checked above and to retain and share screening information internally for legitimate business purposes. I release from liability all persons and entities providing or reporting information in good faith to the organization and its agents.

Applicant may withdraw consent prior to completion of a report by contacting Human Resources in writing; withdrawal may affect eligibility for employment or continued employment consideration.

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