If you want to create an effective employee screening program, you need a clear background check policy. But what should go in it?
Below, we're providing an overview of what should go into a background screening policy. We've also created a background screening policy sample that you can use as a springboard.
Note: The text below and the sample policy are NOT legal documents. We're simply providing the "bones" of a solid policy. You should customize it to your needs, and you should have it reviewed by an attorney experienced in consumer protection and employment law.
Section I: Why We Screen Candidates & Employees
This section allows you to explain the purpose of your organization's employee screening program. It's a good place to outline the benefits, like creating a safer workforce. If you're in an industry that requires certain screening, like DOT background checks, you should address that is well.
Section II: The Scope & Applicability of Our Employee Screening
In this section, you'll indicate whether you conduct only pre-employment background checks or whether you do pre-hire checks and rescreens and/or ongoing monitoring of employees.
Give a comprehensive overview of everything that could be contained in a pre-employment background check. Make it clear that not all job titles require the same checks.
Note: If you have a separate drug & alcohol testing policy, you can link to it from this policy.
Section III: Employee Screening Process & Procedure
Divide this into two sub-sections, if necessary: one for job candidates and one for current employees (in the case of rescreens or ongoing monitoring).
Job Candidates: Outline the process your organization's hiring manager follows when initiating a background check, including the process for adverse action notices.
Current Employees: Outline how rescreens work and/or how ongoing monitoring works.
Note: This is where you'll discuss that your organization works with a third-party background check vendor like Seamless Search.
Section IV: Compliance & Responsibilities
Include a statement about compliance—how your organization complies with all laws governing any restrictions regarding background checks.
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