B ACKGROUND C HECK P OLICY
Introduction: How to Use This Template
Background checks are an invaluable element of a robust selection process. A well-developed
background check process helps in validating employee information and ensuring the candidate is the right fit for your organization. This document provides a comprehensive overview and includes the following:
Credit, criminal, and reference check procedures
Validation procedures for academic and professional licenses
Disposal and disclosure procedure
Use this template to craft a policy that fits your needs.
Policy Title Background Check Policy
Policy Owner Human Resources
Policy Approver(s) Vice President of Human Resources
Related Policies Name other related enterprise policies both within or external to this policy.
Related Procedures Name other related enterprise procedures both within or external to this policy.
Storage Location Describe physical or digital location of copies of this policy.
Effective Date List the date that this policy went into effect.
Next Review Date List the date that this policy must undergo review and update.
Purpose
[Organization name] may conduct background checks on prospective or existing employees directly or through a third-party agency to verify personal information, determine organizational fit, and maintain a safe and productive work environment.
A background check, is an investigation of an individual that may result in the collection of an
individual’s criminal record, previous employer record, and credit information. Appropriate information will be collected from data within the [specify length e.g. five-year] period preceding the date of
collection.
Scope
All applicants for vacancies in the following [department/employee groups] at [organization name] are subject to background checks (specific elements of the background check will vary by department and role):
Department/employee group
Department/employee group
Department/employee group
Some elements of the background checks including employment reference and education validation checks will take place during the selection process prior to issuing an offer of employment. Criminal records and credit checks may be conducted after a conditional offer of employment has been issued.
Elements of a Background Check
Background checks at [organization name] include the following elements (list those that apply):
Criminal history
Credit history
Academic credentials, certifications, and licenses
Employment References
[Insert element]
Information obtained during a background check will be considered during the selection process on a case-by-case basis and disclosure of existing criminal record, poor credit history, or other negative information will not necessarily preclude employment with [organization name]. However, any attempts to falsify, omit, or misinterpret information made by an applicant or existing [organization name] employee during the background process check will result in a denial or termination of employment.
Criminal History
Criminal background checks will be conducted for positions within (organizations name) where it is a reasonable and bona fide requirement because of the nature of the job in consideration. The following positions may be subject to a Criminal History screening:
Position, department
Position, department
A request for a criminal background check is only made after a conditional offer of employment has been made.
It is discriminatory under the Human Rights Code in Canada to decide not to hire an individual on the
job. (Organizations name) will consider how closely an offence is related to the nature of the position being hired for and if the nature of the offence is related may choose not offer the position to the candidate.
Credit History
Positions that involve access to or accountability to [organization name] funds, cash, accounts, or other financial assets may require a credit history check. Credit history checks will also be conducted where required by contract or by law. Before conducting a credit check, in accordance with the Consumer Reporting Act written notice will be given to the applicant or employee that indicates a credit check will be performed. If the applicant or employee asks, (organization name) will inform him or her of the name and address of the consumer reporting agency supplying the report.
The following criteria will be used to assess an applicant’s credit history:
Nature and seriousness of negative credit history
Nature of the position applied for
[Add other criteria as necessary]
If an applicant is rejected based on information related to a credit history check (organization name) must notify the employee of the reason for his or her rejection and, upon request of the applicant or employee made within sixty (60) days after the notice is given, provide him or her with the source of the information and the address of the consumer reporting agency.
Academic Credential, Certifications, and Licenses
The Human Resources Department will confirm all academic credentials, certifications, and licenses required for the position in question with [organization name] prior to issuing an offer of employment.
Where Privacy legislation exists consent for academic credentials, certifications and license checks is required.
Applicants are required to present evidence of academic accreditation, certification, or license specified in the job posting as part of their application package.
References
The Human Resource Department will confirm references provide by applicants prior to issuing an offer of employment. Please refer to the [organization name] Reference Check Policy for more information.
Disclosure and Disposal of Information
In accordance with the [Privacy Protection Legistlation, Consumer Reporting Act or other applicable legislation], [organization name] will disclose to the applicant or employee any negative information obtained through a criminal or credit history check.
All employees have the right to request a copy of the information gathered by [organization name]’s background check agency. To obtain their background check results, employees may contact the Human Resources Department to get contact information on [organization name]’s current agency.
Information contained in a background check report will be released to the employee at the sole discretion of the Human Resources Department.
All information obtained through background checks will be held in a confidential file. File disposal will
check processes will only be used for the purposes collected and will be subject to appropriate confidentiality safeguards.
Adverse Action
In the event that the information compiled in the applicant’s background check may result in an adverse action, such as a rejection of employment application or suspension, [organization name] will give the applicant notice of the fact and allow them to dispute any incorrect or false information in the report.
Please fill in the following personal information to be used in the background check process.
The information filled in here will not be disclosed to any third parties outside of [organization name] and our background check agency of choice unless it is legally required.
Personal Information
NAME (LAST) NAME (FIRST)
MAIDEN NAME (IF APPLICABLE) EMPLOYMENT STATUS (check one)
Applicant _______ Employee ______
SOCIAL INSURANCE # DATE OF BIRTH (DD/MM/YYYY)
PRESENT ADDRESS CITY Province Postal Code
I, ________________________________, have read and understood all of the information contained in this Background Check Authorization Form and hereby authorize [organization name], through their third-party vendor of choice, to conduct a background check on me. I certify that the facts I have presented here are accurate and consent to providing further information relevant to the background check process.
DATE______/______/_____ SIGNATURE OF APPLICANT_________________________
_____________________________________________________
