10 essential elements for your background checking policy

Having a background screening policy is common practice for businesses who regularly conduct checks on candidates. However, you may be surprised to know that not all businesses have a corporate background screening policy. Whilst there are many benefits to having one, a policy ultimately helps to maintain transparency with both applicants and employees, demonstrating that all candidates are handled in a consistent manner, and in accordance with the relevant regulations.  

Below we have outlined 10 essential elements that you should consider when creating your background checking policy to help maintain consistency, transparency, and regulatory compliance.

Defined objectives 

It’s important to have clear and defined objectives included within your policy, such as outlining why background checks are conducted and what you aim to achieve, including workplace safety, compliance, and hiring the right candidates. It’s also worth noting the point during the process that background checks will likely be conducted. Having defined objectives will ensure that both your hiring team and your applicants understand the purpose behind the process.  

Compliance with regulations   

Employers are required to follow certain procedures when conducting background checks, and keeping an up-to-date policy is essential to ensuring regulatory compliance is maintained. With regulations and laws changing all the time, along with changes within your business, it is important to stay up to date and revisit the policy regularly to ensure that legal requirements are continually met.  

Scope of checks   

The type of checks carried out can vary by industry or by role, so it's important to identify and specify the level of check the candidate is required to complete based on the role they’re applying for.  

Disclosure and consent   

Disclosure informs candidates about the nature and scope of the checks that will be carried out. Some employers will include information about the background checking process, indicating that it is required as a condition of the employment process, to which the candidate can then agree by providing written consent. Ensuring this is completed before the vetting process starts should be a key component of your policy. 

Standardised processes   

Applying the same background check process to all candidates for similar roles will ensure that your process remains fair and consistent, and that it does not discriminate based on race, gender, age, or any other forms of discrimination.  

Use of results    

It is important to be transparent with candidates throughout the hiring process and let them know how the results of the background checks will be used in the decision-making process.  

Data security and storage   

It’s vital to ensure that candidates’ data is handled confidentially and only accessed by authorised staff members. Using a reputable online platform not only allows a simple and streamlined process, but it also removes the need to store paper documents, instead storing them securely online in accordance with GDPR regulations. Ensuring your policy implements secure data storage practices for sensitive information is critical.  

Adverse action procedures and notices   

Addressing adverse action procedures and notices are essential for your background checking policy. This provides candidates with a notice and a copy of the vetting report, and offers them the opportunity to review or dispute any incorrect or incomplete information contained within it. This offers a form of legal protection for the organisation should you decide not to go through with hiring the candidate based on the information you have received.  

Periodic reviews   

Due to the ever-lengthening hiring process and changes in processes or needs within your business, it is important to set out time to review and update your policy, whether every 6 months or annually, ensuring that when relevant parties are reading your background checking policy, they are reading the most up to date version, which will help protect your organisation. 

Record-keeping 

Maintaining detailed records of the background checks that have been conducted, including consent forms, reports and communications, will ensure that you have a full audit trail available to you should you need it. Some online background checking platforms provide a full audit trail as part of their package which alleviates this concern for you. You must also define how long records will be retained to ensure compliance with GDPR and data retention laws. 

With all the above points included in your background checking policy, it will help to ensure that you are providing a fair and consistent process for your candidates, whilst maintaining regulatory compliance, which will ultimately help to deliver better hiring decisions and a safer working environment.  

At VettingGateway, we understand the pain points of background checking your employees. That’s why we have created the all-in-one software solution for in-house employee background checks. With high levels of automation, our platform can save you huge amounts of time, reduce your admin, and give your team time back in their day.  

If you would like to find out more about VettingGateway, please book a demo below.