What is a background check?

A background check, also known as a pre-employment check or screening, is a process employers use to verify information about a job applicant before making or finalizing a hiring decision.

The type of background check an employer conducts depends on the position, the organization’s requirements, and the information that is relevant to the role. A background check may verify information provided by a candidate, such as their employment history, education, qualifications, or professional credentials. Depending on the position, it may also involve checks relating to criminal records, driving history, or credit history.

Background checks can help employers confirm that applicants have accurately represented their experience and qualifications and identify information that may be relevant to the requirements of the position.

What does a background check include?

There is no standard background check that applies to every job. Employers should determine what information is reasonably necessary based on the position and the purpose of the check.

A background check may include:

• Employment history: Confirming previous employers, job titles, dates of employment, or other employment information.
• Education and qualifications: Verifying degrees, certifications, licences, or other credentials required for the role.
• Professional references: Contacting references provided by the candidate to learn more about their previous work.
• Criminal record information: Conducting an appropriate criminal record check where relevant to the position and permitted by applicable law.
• Driving records: Reviewing an applicant’s driving history where driving is an important part of the job.
• Credit information: In some circumstances, checking financial information where it is relevant to the position and permitted by applicable requirements.

Not every background check will include all of these checks. The information collected should be appropriate to the position and the employer’s legitimate hiring requirements.

When are background checks conducted?

Background checks are commonly conducted during the recruitment and hiring process. An employer may conduct a check after making a conditional offer of employment or at another stage of the recruitment process, depending on the organization’s hiring practices and the type of position.

For roles involving specific responsibilities or risks, additional screening may be appropriate. For example, an employer may require a driving record check for a position that involves operating company vehicles.

Employers should explain the purpose of any required checks and ensure that their screening practices comply with applicable privacy, employment, and human rights requirements.

Why do employers conduct background checks?

Background checks can help employers verify information provided during the hiring process and determine whether an applicant meets the requirements of a position.

They can be particularly relevant where a role involves responsibilities such as:

• Working with vulnerable individuals.
• Driving or operating vehicles.
• Handling confidential information.
• Managing financial information or assets.
• Working in regulated professions.
• Holding professional licences or certifications.

A background check should be relevant to the position rather than treated as a reason to collect as much information about an applicant as possible.

What happens if a background check identifies an issue?

Finding information during a background check does not necessarily mean that an applicant cannot be hired. The employer should consider whether the information is relevant to the position and whether it can lawfully be considered when making a hiring decision.

For example, an issue identified during a check may be unrelated to the duties of the position. Employers should also be aware that employment standards, human rights, privacy, and other legislation can place limits on how certain information is collected or used.

Where appropriate, applicants should have an opportunity to clarify or respond to information identified during the screening process.

If you’re looking to re-evaluate your recruitment approaches, our blogpost, How to Reassess Your Hiring Strategy, offers expert advice to help get you started with attracting and hiring the best talent.