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Background investigation procedures are a crucial part of the hiring process for any organization. Employers conduct background checks to ensure that they are hiring the right candidates who are trustworthy, reliable, and have the necessary skills and qualifications for the job. 

The process involves collecting and analyzing information about an individual’s criminal history, credit history, employment history, education, and other personal details.

In this article, we will explore the background investigation procedures. Let us get started.


Reference checking and background checks are valuable tools for collecting information about a person’s past performance related to the qualifications of our XYZ Company HR positions, as well as verifying the accuracy of information provided to the agency on the application, resume or other application documents. This policy outlines XYZ Company HR procedures for verifying information provided by applicants seeking XYZ Company HR employment.

Conducting background checks on applicants will improve the quality of hires, reduce the cost of hiring by reducing turnover and improving productivity, and lessen our liability for negligent hiring.


1. Background checks will be conducted on 1) applicants for any regular position with XYZ Company HR; 2) any intermittent or temporary agency employee as determined by the manager or HR and; 3) any current employee working in an assignment that either involves special security concerns, whose job is directly or indirectly involved in a contract in which the client requires XYZ Company HR employees to undergo a background investigation, who is transferring into a federal contract assignment at the discretion of XYZ Company HR, or 4) as determined necessity for business purposes and permission granted by employee.

2. The background checks and verifications will be conducted after 1) interviews have been completed, 2) reference calls have been concluded, and 3) a conditional offer of employment has been made by the manager/supervisor or HR. All background checks will be initiated by HR and completed PRIOR to the first day of employment. Only under special circumstances arranged by HR and the hiring manager shall a new regular, intermittent employee, or temporary agency employee begin working prior to the conclusion of a successful background check.

3. Information verified during the background check will normally include the following based on federal and state laws: Employment history, education/degree verification, licenses and certificates verification, social security number verification, criminal/civil records check, driving record and drivers’ license verification (if driving is required). Information to be verified for employees and temporary agency employees will be at the discretion of XYZ Company HR and may vary depending on client contract requirements.

4. In addition, to ensure that employees have the highest possible fiscal integrity, a credit and financial check may be conducted prior to employment of any applicant who will be responsible to supervise or manage functions involving cash, receivables of any kind, accounts payable, payroll, overall fiscal management of XYZ Company HR resources or travel extensively using XYZ Company HR credit cards, based on business necessity. A credit check may be done on other applicants or employees at the discretion and request of the hiring manager and/or based on client contract requirements and in compliance with federal/state law restrictions on use of credit checks for employment decisions.

5. All information discovered during the background check and verification process shall be treated as confidential. Information will not be available to the applicant/employee, except as required by law. Background information and/or summary information is not to be reviewed or read by any employee except as indicated by this policy or with the approval of the HR Manager.

6. Any false answers, statements, implications, or derogatory information revealed as a result of the background investigation may be sufficient cause to deny employment or result in dismissal.


1. Human Resources will have the primary responsibility for ensuring the appropriate background check and verifications are completed prior to hire.

2. The hiring manager is responsible for consulting with HR, and clarifying the necessary background checks and verifications based on the position. HR will obtain the necessary release form from the applicant.


1. Human Resources makes the conditional job offer to the applicant/employee after consultation with the hiring manager. The consultation with the hiring manager will include a discussion of the necessary checks/verifications for the background investigation. In some instances, with agreement of Human Resources, the hiring manager may make the conditional job offer.

2. Once the applicant/employee has accepted the tentative job offer, the HR staff will request the applicant/employee to complete, sign, and submit the authorization form.

3. The HR staff will monitor the information being reported. At any time during the background process if adverse information is received which could potentially cause a withdrawal of the job offer, HR staff will consult with the applicant/employee to seek additional information that may clear up any discrepancies and/or negative information. The hiring manager will be contacted, as necessary. HR will notify the hiring manager with its recommendation.

4. If the applicant is cleared for hire, HR will notify the applicant/employee s/he has been cleared.

5. If the applicant is not hired as a result of the background check, HR will ensure that legally required notification and supporting evidence is provided to the applicant.

6. If a background investigation on a current employee reveals information that leads XYZ Company HR to determine the employee cannot be assigned to the specific project, unit and/or assignment in question, XYZ Company HR will consider whether it is appropriate to place the employee in another XYZ Company HR unit or assignment or transition the employee out of the organization.

In conclusion, The safety and security of people and organizations depend on completing rigorous background investigation procedures. Employers can recognise potential hazards and stop negative situations from happening by using these practices. 

As an HR Professional, Hope you found this Article useful.

Also read Professional Employee Referral Incentive Program Policy Novel Template 2023

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