What is an employee background check?
Background checks typically involve reviewing the information and documents applicants provide during the hiring process. It encompasses a broad range of verifications on various aspects to ensure that the candidate is the right choice.
In addition to review an applicant’s academic and professional background, the process includes verifying references, credit histories, prior records, and professional licenses, to look out for any form of deception. Identity or address checks can help confirm that the information provided is accurate.
Why run background verification?
The pandemic workspace culture has embraced numerous work from home advantages while driving the hiring process to increasingly prioritise digital platforms. As a result, candidates are now significantly more likely to use misleading information on their applications.
Many employers aim to maintain a secure workplace, and background checks can provide more insight into a candidate’s experience. Divulging into a candidate’s background will get you an insight into their personality to assess whether they will be a suitable fit for the organisation.
Some employers choose to run background checks before hiring to help reduce future hiring disruptions.
Types of checks employers carry out
Most organisations often only carry out superficial background checks on potential hires. Such a review, however, is not sufficient to eliminate all risks associated with probable fraud. Organisations often develop a clear internal process for conducting background checks. Here is a comprehensive list of all the aspects that call for background checks.
Identity verification
Verifying an applicant’s identity requires, ensuring that they are who they represent as on their application. Candidates may attempt to fake their identity to apply for positions they are not qualified for. Some employers compare information with official records where appropriate and permitted. Aadhaar is commonly used for identification in India, and some employers review information through the Unique Identification Authority of India.
By conducting an identity verification, you may rapidly screen out any anomalies in the application. Examining the candidate’s passports further aids in confirming their identity.
Address verification
In addition to identification verification, many employers conduct present and permanent address verification. Permanent address verification is a more reliable form of address inspection as they can be traced back to the employee’s primary residence. On the other hand, from a standpoint of cooperation, current address confirmation is essential for all future correspondence. Some employers choose to verify addresses through documentation or other methods allowed within their process, if the individual can be reached at the provided address. Furthermore, the given home addresses must be consistent with all supporting paperwork that the candidate has submitted.
Academic verification
This is a common check employers may consider depending on the role. To acquire better paying employment opportunities, candidates frequently fabricate their academic credentials. A stringent background check process deters applicants from arriving with counterfeit degrees. Verifying the applicant’s education history requires checking all the educational institutions that are specified in the application.
Analysing the most recent institution, such as the most recent college or university that the candidate attended, is, nonetheless, the most crucial step. To confirm that all the credentials are valid, you can verify the digital records of the relevant institutions.
Employment record verification
You can quickly determine how trustworthy a recruit will be to your corporation by checking into their prior employment history. Some employers review candidates’ employment history background over the last few years.
Check out the organisations they have worked for and the roles they occupied. Conduct a thorough analysis to identify any work gaps, short-term employment, as well as the prospects’ historical professional behaviour. Some employers look at previous performance information when available.
Prior record verification
Some organisations review available prior-record information where it is permitted and relevant to the role. The address verification stage should have helped you to uncover the applicant’s place of legal residence. You can use that as a starting point to verify their prior record. It’s conceivable that not all incidents are equally severe. Therefore, your company should have a clear policy stating which transgressions are serious enough to lead the candidate to be rejected.
Credit report verification
When hiring for a financial institution, check the applicant’s credit report to learn about their financial history. Some employers review credit information to better understand financial history.
Professional license verification
In the case of licensed professionals like doctors, realtors, or accountants, background checks determine whether a job applicant has a valid license. You can review the credentials of the applicants by executing license background checks. The accuracy and validity of the candidate’s information on professional certifications must be confirmed. Inquiring with the issuing agency can also help you to determine if the applicant’s license has ever been suspended or revoked, or if their status has recently changed.
Reference verification
A good technique to gather detailed information about the applicant is to cross-check the references listed in the application. Contact the instructors or employers from the candidate’s previous employment to get more information to help you assess whether they would be a good addition to your company as a future employee.
Successful background verification
The following guidance will assist you in streamlining and completing the employee background checks.
Set up a background verification policy
To support consistency across hiring, consider establishing a background verification policy. Outline what may be verified and how the process works, and apply it consistently across candidate types in line with your organisation’s practices and any applicable local requirements.
Get the consent of candidates
Before starting the process, inform candidates about any background checks and obtain consent as required by your organisation’s policy and applicable local requirements. You can also disclose the screening channels you plan to use.
Stick to credible sources
When conducting a background investigation, only rely on trustworthy sources. Data in the public domain might not always precisely represent the truth. Make sure to get in touch with reputable authorities to validate any details. Where allowed, some organisations review publicly available official records for prior-record information.
Double check all facts
Pay close attention to every detail to spot any inconsistencies, especially when the candidate’s information conflicts with what was discovered during the verification. Before making a decision, cross‑check what you’ve learned during verification so the outcome aligns with your organisation’s process and documentation standards.
Give candidates a chance to rectify
It can be helpful to allow candidates to clarify any discrepancies before moving forward. Some of their data may have changed over time, the possibility of which may not have been addressed during the application. In addition to letting them know that making the same errors again is unacceptable, talk to them and give them the chance to justify themselves.
Recognise the seriousness of the disclosures
While reviewing an applicant’s prior record, you can discover some minor enforcement actions against them. Some organisations consider the context and relevance of any disclosed information before deciding how to proceed. Before ruling out a candidate, carefully assess the severity of the transgression and how it would impact the workplace.
