A Guide To Employee Background Verification For Employers

Competency should not be the only factor you focus on during recruitment. When hiring, you must run background verification in different areas to authenticate every attribute of the candidate. It is an essential measure to protect your business and make informed recruitment decisions. Learn what background verification exactly is, the forms of background checks to conduct, and how to successfully implement them. 

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What Is An Employee Background Check?

Authenticating the information and documents that applicants submit as a part of the application process is what employee background demands. 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, criminal records, and professional licenses, to look out for any form of deception. Verifying the applicant’s identity or address is another typical technique to prevent fraudulent activities. 

Why Should You Run A Employee 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.

As the employer, you are also accountable for ensuring a secure workplace notwithstanding diversity. 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. 

A thorough background check should be conducted before hiring to further ensure that fewer terminations and rehiring are necessary, saving time and resources.

What Type of Background Verification Process Should You Follow?

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. On the contrary, you should have a credible framework for carrying out personnel 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. Consult the national identification register to ascertain whether the candidate’s information is accurate. Aadhaar is a form which is commonly used for identification in India, and you can check the authenticity of applicants on the official website of 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, you should perform present and permanent address verification to make sure that the candidate can be easily contacted if needed. 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. A company representative can visit the candidate’s address to physically verify 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 one of the most necessary checks you should run as an employer. 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. You should inspectthe candidate’s background over the last few years while verifying their employment history.

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. If possible, keep an eye out for the candidate’s performance reviews and medical records, which will offer you a complete overview of the candidate.

Criminal Record Verification

To keep the workplace safe for all employees, it is essential to check the candidate’s criminal history. 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 criminal record. It’s conceivable that not all crimes 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. You should keep an eye out for fraudulent activity in addition to looking at their credit-to-debt ratio.

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.

Tips For Successful Background Verification

The following guidance will assist you in streamlining and completing the employee background checks.

Set Up A Background Verification Policy

To ensure consistency throughout all hiring procedures, you must first establish a verification policy. The policy should state a detailed breakdown of the data that you will verify and how you will go through the process. This must apply to all candidates to maintain legal compliance.

Get The Consent Of Candidates

Before starting the process, the applicant must be made aware that a background check will be conducted. Clauses pertinent to this can be included in the application form to significantly enhance the procedure. Before hiring them, you must also disclose the channel you will employ to validate their claims.

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. To learn about a candidate’s criminal background, for instance, you can get in touch with the local police department or court database.

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. To ensure that you are eliminating the candidate on reasonable grounds, you must cross-check all that you have learnt during the verification phase.

Give Candidates A Chance To Rectify

You should not immediately eliminate a candidate from the recruitment process if you happen to find any erroneous or misleading information.  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 criminal background, you can discover some minor enforcement actions against them. A lawsuit against a candidate does not necessarily mean that they will not be a suitable addition to the team, especially when the violation is a minor one. Before ruling out a candidate, carefully assess the severity of the transgression and how it would impact the workplace.

Follow Legal Guidelines

You must abide by the legal requirements of employee verification. To avoid future legal issues, be aware of what you can and cannot do throughout the verification process. When creating your checklist for background verifications, abide by local and national laws.

You must always run a background check to filter out the best candidate, as it is now increasingly common to submit false or misleading information in job applications. The thorough process comprises various checks to elicit any fabricated or withheld information regarding the candidate. Ensure all the information provided by candidates has been validated before making a hiring decision.

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