A pre-employment background check is a standard screening tool used by organizations to gather objective information about a potential hire. This process enables employers to verify the data candidates provide during the application and interview stages. The check confirms a candidate’s honesty and assesses potential risks associated with the role, ensuring the information aligns with official records. By utilizing these checks, companies establish a foundation of trust and due diligence before making a final hiring decision. Understanding the scope of this process helps job seekers navigate the final steps of securing a new position.
The Primary Information Employers Verify
The initial phase of a background check focuses on establishing a candidate’s identity and confirming their professional timeline. This typically begins with an identity verification, often through a Social Security Number trace. The trace identifies the locations and names associated with that number, helping the screening company search the correct records for the applicant. Establishing the correct identity is necessary before any other verification can reliably proceed.
Verifying a candidate’s employment history is a foundational component of the process. Screeners contact previous employers to confirm the dates of employment and the titles held. Most companies only verify these factual details, avoiding commentary on job performance or reasons for separation. This practice ensures the timeline provided on a resume or application accurately reflects the candidate’s professional experience.
Education verification confirms the degrees, diplomas, or certifications a candidate claims to possess. The screening company contacts the registrar’s office of the listed educational institutions to verify attendance dates and the specific credentials awarded. Inconsistencies between the application and the school’s records can cause a delay in the hiring process. This step provides confidence that the applicant meets the minimum educational requirements for the position.
Review of Criminal History Records
The review of criminal history requires searches across multiple jurisdictions. A comprehensive check examines federal, state, and county-level records, as local county courthouses are the primary source of original criminal case filings. Searching across these levels ensures the employer receives a complete picture, since a crime committed in one county may not appear in a statewide database.
Screening reports typically include information on felony and misdemeanor convictions. The information reported is subject to specific time limits set by federal consumer protection statutes. Many jurisdictions restrict the reporting of non-conviction information, such as arrests that did not lead to a conviction, after seven years. Conviction records are generally not subject to this seven-year reporting restriction.
A distinction exists between conviction records and records of arrests or charges that were dismissed or expunged. Arrests not resulting in a conviction may be legally restricted from reporting, depending on state law. Records that have been officially expunged or sealed by a court should not appear on a compliant background check report, as this action removes them from public access for employment purposes. The relevance of a conviction to the job duties is often a factor employers must consider when determining its impact on the hiring decision.
Specialized Checks Based on Job Requirements
Certain roles necessitate specialized background checks.
Credit History Checks
A credit history check is typically reserved for positions involving significant financial oversight, executive access, or government security clearance. This check is only permissible when the information is relevant to the job duties and requires separate consent from the applicant. The report focuses on financial responsibility indicators, such as bankruptcies and outstanding civil judgments, rather than a credit score itself.
Motor Vehicle Records (MVR)
MVRs are reviewed for candidates applying for jobs that require driving as a core function, such as delivery drivers or field service technicians. The MVR check provides details on the candidate’s driving history, including license status, moving violations, and history of driving under the influence. This step helps the employer manage insurance liability and ensures employee safety.
Professional Licenses and Certifications
For candidates in regulated fields like healthcare, law, or finance, verification of professional licenses and certifications is mandatory. The screening process confirms the license is current, active, and in good standing with the respective licensing board. This verification assures the candidate is legally qualified to perform the duties of the position.
Social Media and Internet Searches
Less formal but increasingly common are social media and internet searches. Employers sometimes use these to assess a candidate’s public professional image and identify behavior that might conflict with company values or expose the organization to reputational risk. Unlike formal checks, this information is not typically part of the legally governed background check report, but it can still influence a hiring decision.
Legal Rights and Restrictions Governing Background Checks
Federal law establishes clear rights for job applicants regarding the background check process. Before any screening can be conducted, the organization must obtain written permission from the applicant using a stand-alone disclosure form. This ensures the candidate is aware a background check will be run and consents to the release of their personal information.
If an employer decides not to hire a candidate based on the report, they must follow a two-step adverse action process. First, the employer must provide a Pre-Adverse Action Notice, which includes a copy of the report and a summary of the applicant’s rights under the governing statute. This notice gives the applicant a reasonable period, typically five business days, to review and dispute any errors.
If the employer maintains the decision not to hire after the initial notice period, they must issue a Final Adverse Action Notice. This formal notification confirms the decision and informs the applicant of their right to dispute the accuracy of the report with the consumer reporting agency. This process prevents applicants from being unfairly denied a job due to incorrect information.
Local and state regulations, known as “Ban the Box” laws, restrict when an employer can inquire about criminal history. These laws typically prohibit employers from asking about an applicant’s criminal record on the initial job application, reserving that inquiry until later in the hiring process, often after a conditional offer. Federal statutes also prohibit consumer reporting agencies from including specific types of outdated information, such as civil suits, judgments, or bankruptcies older than seven or ten years, respectively.
Preparing for the Background Check Process
Candidates can take proactive steps to ensure the background check process proceeds smoothly.
Self-Audit Personal Records
Conducting a self-audit by reviewing personal records, including criminal history and credit reports, before applying for jobs is prudent. Understanding the content allows candidates to identify and correct any inaccuracies or outdated information that might cause complications.
Ensure Consistency
Maintaining consistency between the information provided on the job application and official records streamlines the check. Dates of employment, job titles, and educational degrees should match official records exactly to prevent the screening company from flagging a discrepancy. Minor variations, such as listing a nickname instead of a legal name, can lead to verification delays.
Be Transparent About Issues
If a candidate is aware of an issue likely to appear on the report, transparency with the hiring manager can be beneficial. Addressing potential concerns upfront, such as a short employment gap or an old misdemeanor, allows the candidate to provide context before the report is generated. This approach demonstrates honesty and provides the employer with a complete understanding.