If you’ve recently received a conditional job offer, congratulations. That offer is likely conditional because your company requires the successful completion of one or more pre-employment checks before you receive a formal offer.
You may be wondering what to expect in terms of pre-employment, and the first thing to know is there is no standard process that all employers follow. Depending on the size of the organization, the type of work it does, and whether it’s a private, public, or governmental agency, the pre-employment process can look very different.
With that understanding, this article explains some of the checks and screening requirements you may be required to complete before your first day on the job.
An overview of the pre-employment process
The pre-employment process is a series of steps and procedures that employers undertake to thoroughly evaluate and vet job candidates before extending a formal offer of employment. Its primary purpose is to ensure that the candidate possesses the necessary qualifications, skills, and background to perform the job duties effectively and safely, while also mitigating potential risks to the organization.
The pre-employment process can include background checks, employment and education verifications, drug screening, reference checks, and in some cases, medical examinations or credit checks. These steps are designed to gather comprehensive information about a candidate's work history, criminal records, educational credentials, substance abuse history, and overall suitability for the role.
Background checks
Employers typically conduct background checks on job candidates to ensure they are hiring qualified and trustworthy individuals. These checks can include:
Criminal history check. This involves searching public records and databases to identify any criminal convictions, arrests, or pending charges against the candidate. Employers may be particularly cautious about hiring individuals with criminal histories that include violence, theft, or dishonesty, especially for positions involving handling money, working with vulnerable populations, or positions of trust.
Employment verification. Employers will often contact a candidate's previous employers to verify the dates of employment, job titles, responsibilities, and reasons for leaving. This helps confirm the accuracy of the candidate's work history and can uncover any discrepancies or potential misrepresentations on their resume or application.
Education verification. Employers may verify the candidate's educational credentials, such as degrees, diplomas, or certifications, to ensure they meet the qualifications for the position. This process typically involves contacting the educational institutions directly to confirm the candidate's attendance, graduation status, and any other relevant details.
Credit check. For some positions, particularly those involving financial responsibilities or handling sensitive information, employers may conduct a credit check to assess the candidate's financial history. Poor credit or a history of bankruptcies or defaults could raise concerns about the candidate's trustworthiness or potential for financial misconduct.
Why do employers conduct background checks?
Employers conduct background checks on job candidates for several crucial reasons:
Ensuring a safe work environment. By screening for criminal records, employers can identify individuals with a history of violence, theft, or other concerning behaviors that could potentially threaten the well-being of their staff or customers.
Protecting company assets. Companies invest significant resources into their operations, including physical assets, intellectual property, and sensitive data. Background checks help employers mitigate risks by verifying that candidates do not have a history of crimes that could compromise the company's assets.
Verifying candidate qualifications. Background checks help the employer confirm that a candidate has the employment history, professional licenses, and other relevant qualifications that are required for the job.
Complying with legal requirements. Industries such as healthcare, finance, and education are subject to specific regulations that mandate background checks for employees. Employers in these sectors must comply with these legal requirements to maintain their licenses and avoid potential penalties or lawsuits.
Mitigating liability risks. Failure to conduct proper background checks can expose employers to significant legal and financial risks. If an employee with a problematic background causes harm or damage, the employer may be held liable for negligent hiring practices. Background checks help mitigate these risks by exercising due diligence in the hiring process.
What to expect for each step in the pre-employment process
Here’s a deeper look at typical steps in a pre-employment process and the information that a potential employer might check.
Employment verifications
This process typically involves contacting the human resources departments or former supervisors at the candidate's previous employers. Employers may request information through phone calls, emails, or specialized third-party verification services.
The information typically checked during employment verifications includes:
- Dates of employment
- Job titles and responsibilities
- Reason for leaving
- Eligibility for rehire
- Salary history: In some cases
By verifying employment history, employers aim to ensure the accuracy of the information provided by the candidate and gain insights into their work experience, performance, and overall employment record.
Education Verifications
The education verification process typically involves contacting the institutions listed on the candidate's resume or application to confirm the degrees, diplomas, or certifications they claim to possess. This verification may include the following checks:
- Dates of attendance
- Areas of study
- Whether the degrees or diplomas were indeed conferred.
In some cases, employers may request official transcripts directly from the educational institutions to verify not only the completion of the degree but also the courses taken and grades earned. This level of scrutiny is particularly important for roles that require specific academic qualifications or specialized knowledge.
Failure to accurately report educational credentials can be grounds for disqualification or termination, as it demonstrates a lack of integrity and honesty on the part of the candidate.
Drug Screening
Drug screening is a common component of the pre-employment process for many employers. The primary purpose is to ensure a safe and productive work environment by identifying individuals who may be using illegal drugs or misusing legal substances. Employers have a legitimate interest in maintaining a drug-free workplace to reduce the risks associated with impaired judgment, decreased productivity, and potential safety hazards.
There are various types of drug tests that employers may use based on state, local, or federal requirements. Some different methods of screening include urine, hair follicle, saliva, and blood tests.
Depending on governmental requirements, employers may be able to choose different types of drug tests based on factors such as cost, turnaround time, and the specific substances they wish to screen for. It's important for job applicants to be aware of the potential for drug testing and to disclose any legal medications they are taking that could potentially impact the results.
Reference Checks
During a reference check, employers typically ask a set of standardized questions to gather relevant information. Common questions may include:
- Can you confirm the candidate's job title, employment dates, and primary responsibilities?
- How would you describe the candidate's work performance and quality of work?
- What are the candidate's greatest strengths and areas for improvement?
- How did the candidate handle pressure, deadlines, and challenging situations?
- Would you rehire this individual if given the opportunity?
These questions aim to assess the candidate's skills, abilities, and overall fit for the role. Employers may also inquire about the candidate's interpersonal skills, teamwork, leadership qualities, and any potential concerns or areas of conflict.
Some companies may have policies in place that limit the information provided during reference checks due to legal concerns or confidentiality agreements. In such cases, employers may only confirm basic employment details without providing subjective evaluations.
Medical Examinations
Certain jobs and industries require medical examinations as part of the pre-employment process to ensure candidates are physically capable of performing the essential duties. Common examples include roles in public safety, transportation, healthcare, manufacturing, and positions involving heavy manual labor or operating machinery.
Medical exams can range from basic vision and hearing tests to more comprehensive physical examinations assessing overall health, strength, and fitness levels. Employers may require candidates to undergo specific medical screenings relevant to the job, such as respiratory tests for roles with exposure to dust or fumes, or cardiovascular evaluations for physically demanding positions.
These examinations help employers determine if candidates can safely and effectively carry out the job responsibilities without posing a risk to themselves or others. They also provide a baseline for future workers' compensation claims and ensure compliance with industry regulations and occupational health standards.
Credit Checks
Employers may conduct credit checks as part of the pre-employment screening process, particularly for positions that involve handling money, financial data, or sensitive information. The rationale behind credit checks is to assess a candidate's financial responsibility and potential risk for fraudulent or unethical behavior.
Credit checks can reveal information about an individual's credit history, including outstanding debts, bankruptcies, and payment delinquencies. However, it's important to note that the Fair Credit Reporting Act (FCRA) regulates how employers can use credit reports for employment purposes and that employers must obtain written consent from the candidate before conducting a credit check, and they must provide a copy of the report and a summary of rights if they intend to take adverse.
Some states have laws that restrict or prohibit the use of credit reports for employment decisions.
Prepare for success in a new job
As a reminder, the information in this article is just an overview of the pre-employment process, which will vary from employer to employer. We should also note Employbridge’s clients have differing and specific processes, and completing a pre-employment check for one of our clients doesn’t automatically qualify you to work for all of them.
And if going through the job search process feels daunting, Employbridge is here to offer support. With our focus on championing individuals and unlocking potential, we provide not only job opportunities but also free skills training, educational courses, and connections with top employers.
For more answers and articles about career growth, preparing for an interview and more, visit our blog. You can also explore all of our career opportunities or contact us.
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