What is an employee background check?
An employee background check is a process where an employer verifies the information a job applicant provides, such as their employment history, education, and criminal record. It might also include checking credit reports, social media activity, professional licences, and obtaining a police clearance certificate. Background checks can help employers determine how suitable a candidate is for a role, ensuring they have the necessary qualifications and a clean history . Employers might not limit background checks to the pre-hiring stage; they can also happen throughout employment.
Below are some examples of when employers might run a background check:
- Periodic checks: Some companies routinely run background checks on current employees to ensure they comply with company policies.
- Promotion or role change: Employers might perform background checks when considering an employee for a promotion or a role with greater responsibility or access to sensitive information.
- Incident-triggered checks: Managers may reassess an employee‘s credibility through a background check if a security breach or misconduct occurs.
- Compliance with regulations: Certain industries require ongoing background checks to comply with industry standards or regulations.
Benefits of running employee background checks
Running employee background checks offers several benefits, such as:
Enhanced security
Background checks can help identify potential or existing employees with violent criminal histories or other red flags, reducing the risk of fraud, theft, or other security breaches.
Improved workplace safety
By verifying a candidate’s credentials, employers can make better hiring decisions and ensure the qualification of applicants.
Protection of company reputation
Running background checks enables the company to avoid hiring someone who could harm the company’s reputation or create legal problems.
Regulation compliance
Specific industries require employee background checks to comply with legal or regulatory standards, helping companies avoid penalties or legal complications.
Types of employment background checks
There are different types of background checks employers can use to screen candidates, such as:
- Social Insurance Number verification: Checking a candidate’s Social Insurance Number (SIN) helps confirm their identity and eligibility to work in the country.
- Criminal background check : A criminal record check in Canada reveals if a candidate has any convictions or charges. This check typically includes searching the Canadian Police Information Centre (CPIC) database for past arrests, convictions, sentences, and active legal issues.
- Drug testing: Drug testing is usually performed at a local clinic, the results return to the employer.
- Credit check: A credit check shows a candidate’s financial stability. It verifies basic details like their name and address and credit history.
- Employment history: To confirm a candidate’s work history, the hiring manager typically contacts their previous employers by phone or e-mail. Some employers only provide basic information, such as job titles and dates.
- Personal references: Employers can also ask previous employers about the candidate’s work ethic, skills, and character. Reference checks can help employers learn how a candidate might perform in the role and add to the company culture .
- Education verification: For specific jobs, you might need to verify the applicant’s education, including any degrees, certifications, or licences required for the role.
- Driver’s abstract: If the job involves driving, checking the candidate’s motor vehicle record can reveal any traffic violations, such as speeding tickets or DUIs.
There might also be location-based checks. For example, a police certificate or Peel criminal record check is a background screening conducted by the Peel Regional Police in Ontario. It typically involves checking for criminal convictions or outstanding charges against an individual within the jurisdiction of the Peel Region. This type of background check also includes:
- Judicial matters check: Includes information on any current or past judicial issues.
- Vulnerable sector check: This screening is typically for anyone working with vulnerable populations, such as children or seniors. It also includes a search of the Pardoned Sexual Offender Database.
How to conduct a background check for employment
Some businesses outsource background checks to a professional service, but you can perform one yourself. Below are some ways you can run background checks on job applicants:
Review local laws
Before performing a background check for employment in Canada, review the relevant provincial and federal regulations on what information employers can access. You can typically find this information on the website of your province or territory’s privacy commissioner or the Office of the Privacy Commissioner of Canada.
Develop clear policies
Carry out all background checks reasonably, impartially, and professionally. Create detailed policies outlining your background-checking process to reduce biases and protect your company from potential legal issues.
Inform applicants
To comply with Canadian privacy laws, you must inform candidates that you will perform background checks. Many employers mention this during their application and then obtain the candidate’s signed consent.
Contact references
Ask candidates for two to three references to confirm their qualifications. Contact each reference by e-mail to arrange a phone call to discuss the candidate. Create a series of questions to determine the applicant’s skills and work ethic. You might also want to do a reference check in person or through video chat to verify their identity.
Use background check websites
You can hire a professional background check service to uncover criminal and civil records or use an online background checker to research yourself. For example, Sterling Background Check is a global screening company offering various background check services. There may be fees associated with these resources.
Request a drug test
If the job involves driving a commercial vehicle, working with children or operating in a potentially hazardous environment, you may need to perform a drug test to ensure the safety of your employees and clients. Employers typically use accredited clinics, sending the results directly to the employer.
Evaluate the results to determine validity
After receiving the background check results, review them carefully to determine if the candidate is a good fit for your company. If the information raises concerns, consider moving forward with other applicants who might be more suitable.
Frequently asked questions about background checks for employment
How long does it take to get a pre-employment background check?
It depends on the extent of your background checks. A basic criminal record check can take a few days to two weeks. Some police departments offer expedited services for an additional fee. More detailed background checks, which might include verifying employment history, education, and credit can take longer, typically two weeks to a month, depending on the complexity and the responsiveness of the sources you’re contacting.
What are some red flags on a background check?
Some red flags on a background check in Canada can include:
- undisclosed criminal record
- inaccurate information
- employment gaps
- education verification issues
- credit issues
- poor driving record
- negative references
- drug or alcohol use
- inconsistent social media activity
What is a clean background check?
A background check is clean if it doesn’t have significant felony convictions or misdemeanours. It’s also acceptable if the candidate discloses past criminal activity, provided it’s unrelated to your industry or the specific job role.
What are social media background checks?
Social media background checks generally involve scanning a candidate’s publicly accessible social media profiles to learn about their opinions and viewpoints. Many employers use social media for screening.
How much does a background check cost in Canada?
A Canadian employment background check can cost between $20 to over $100 for a basic check and between $100 to $300 for a more advanced check. Prices also vary by province and territory.
