To maintain regulatory compliance, many employers, such as those in the medical and transportation industries, are required to conduct routine post-hire background checks on current employees.
Moving Up the Ladder
When an employee’s position changes to include added responsibility, a new background check may make sense. Management roles may require education verification or credit checks that simply weren’t necessary for an entry-level role.
With your reputation and the safety of those you serve on the line, it benefits you to take a proactive approach to potential problem behavior which could lead to negligence lawsuits, employee theft, and/or violence in the workplace.
Do I need new disclosures and authorizations for ongoing & post-hire background checks?
That depends. If you conducted a pre-employment background check on an employee and your disclosures and authorizations are worded in such a manner that the consent is in effect for the duration of that employee’s tenure with your company, technically you should be fine with using one disclosure and authorization for ongoing background checks. Best practice would be to have an upfront and established policy in which employees are fully aware that re-checks are done in a fair and consistent manner. It never hurts to provide advance notice to an employee that you are conducting a re-check and to renew their disclosure and authorization at that time as well.
Of course, if you do not have any disclosure or authorization or the language in your current disclosure and authorization indicates that the authorization is strictly for pre-employment purposes, you will need to provide a disclosure and get a signed authorization before proceeding with a background check on a current employee. Furthermore, there are states that require new disclosure and authorizations each time you run a background check on an employee.
You should always have legal counsel review your background check process to ensure total compliance with both state and federal laws.
Are batch uploading services available?
Yes, using Justifacts’ Employee Management System tool, you can choose to use batch ordering services for most of our background screening offerings; including criminal background checks, motor vehicle record searches, education confirmations, and sanction lists (such as National Sex Offender Registry, OFAC, etc).