What is employment screening?
Employment screening is a process employers use to verify the skills, backgrounds, and qualifications of job applicants.
The most traditional ways to do this are through pre-employment background checks that look at a candidate's criminal record, employment history, and education, as well as reference checks to vet their skills and experiences with their previous employers. Depending on the role, some companies also put applicants through drug testing and credit checks – for instance, in the health and financial services sectors, respectively.
Importantly, employment screening isn’t limited to new joiners. It should apply to anyone who’ll have access to company assets and confidential information, including employees moving internally and even temporary, part-time, or freelance workers.
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Why is employment screening important?
Here’s why employment screening is super important to successful hiring.
1. Improves time to productivity and business performance
By checking that candidates have the skills and experiences they claim to, you can ensure you hire someone who truly possesses the technical knowledge, soft skills, and desired traits for a job. This also means they’ll be quick to pick up their new role and contribute to company goals.
2. Better workplace safety
Drug tests and criminal background checks also help to make informed decisions about who you add to your team and create a safe work environment for your employees and customers. This is critical across all industries but especially crucial in schools, hospitals, and other high-risk sectors.
3. Protects you from legal, compliance, and reputational risks
Credit reports and criminal background checks can flag any potential legal or behavioral issues with candidates before they become a problem. Moreover, certain industries – for instance, childcare or healthcare – mandate background checks.
Imagine hiring a wealth manager responsible for clients’ funds, only to find out they’ve had past issues with financial fraud. Not only can issues like this lead to legal repercussions, but it can also permanently damage your company’s reputation.
4. Enhances team dynamics
Employment screening can help assess candidates’ behavioral traits, values, and cultural contributions before you hire them for a position. These insights can inform where to place them and how best to support them so you can maximize harmony and boost team synchronization.
Common methods of employment screening
So, how do employers conduct a background screening process? Here are some of the most common employment screening methods.
1. Pre-employment skills and behavioral screening
Modern recruiters often put candidates through pre-employment skills tests to measure their skills before progressing them to the next stage.
Alternatively, some employers conduct initial screening phone calls, video chat, or questionnaires to learn more about candidates' experiences and backgrounds. In some cases, they also ask behavioral screening questions, such as "How do you deal with conflict," to determine if they're the right culture fit.
2. Standard background checks
Employers typically use third-party employment screening services that specialize in conducting thorough pre-employment background checks to examine a candidate's past employment and educational credentials, ensuring they line up with what they’ve claimed on their application.
Additionally, a standard type of background check also looks at candidates’ criminal backgrounds, driving records, and credit histories, especially for heavily regulated industries.
If you want to do this yourself, you can gather criminal records from state and county courthouses, degrees and certifications by contacting the relevant educational institution, and credit history data from big credit bureaus like Experian.
3. Reference checks
Usually conducted by recruiters or hiring managers, reference checks involve contacting a candidate’s previous employer to verify facts such as their employment history, reason for leaving, compensation, performance ratings, and more.
The idea is to use this information to vet candidates’ honesty about their previous roles and make predictions about their future performance.
4. Drug testing
Employers work with a third-party testing lab to conduct these checks. Candidates are usually required to provide a urine, blood, hair, or saliva sample at a certified lab, and the results of the drug test are reported back to the employer.
5 challenges in traditional employment screening and how to overcome them
While employment screening is a powerful tool, it comes with a few challenges that could affect its accuracy. Here are the key pitfalls to look out for and best practices to overcome them.
Key challenges | Best practices |
1. Bias-laden results It's not uncommon for candidates to list friendly ex-colleagues as references. Often, they're not honest about any red flags or shortcomings you should be aware of. What's more? Even recruiters' screening calls are prone to biases, such as shortlisting candidates based on appearance, fancy degrees, etc. | Conduct multi-measure skills testing Put candidates through pre-employment talent assessments to objectively assess their hard and soft skills, cognitive abilities, behavioral attributes, and even their values so you can make data-backed hiring decisions. |
2. Incomplete or inaccurate candidate information Sometimes, candidates forget to provide complete details or unintentionally provide the wrong information. This could lead to rejecting a skilled individual for the wrong reasons. | Use straightforward digital forms and checklists Give candidates comprehensive forms and checklists to guide them through every single step and item needed, from basic details to Social Security numbers. Also, consider using interactive forms that either flag or don't let them move on if a field is missing. |
3. Privacy concerns Background check processes can often make candidates feel their privacy is being violated, potentially putting the employer's reputation at risk. | Be transparent and ask for consent Clearly explain what information you're collecting and why it's relevant to the hiring process. Additionally, always gather written consent before initiating any screening checks. This not only builds trust but is also often a legal requirement – for instance, with the Fair Credit Reporting Act (FCRA). |
4. Delay in results Waiting for background checks or drug test results can delay a candidate's start date or force you to let them start before you have the reports, neither of which are ideal outcomes. | Use reliable service providers Partner with reliable and reputable third-party screening service providers that offer online access to candidate forms, quick turnaround times, and are known for accurate background checks. Where possible, read their reviews online or speak to other employers who've used them before. |
5. High costs Comprehensive screening tests can be expensive, especially for small businesses and startups. | Prioritize your screening checks Identify the most critical components for each role and prioritize them. For instance, you may not need a credit check for a clerical role. |
FAQs
Here are our answers to some frequently asked questions.
How long does job screening take?
Job or employment screening can take anywhere from a few days to a few weeks. The exact time depends on the number and depth of checks and how long previous employers take to respond to reference requests.
What is an HR screening interview round?
An initial HR screening round is a preliminary phone call or in-person chat where recruiters ask candidates questions about their skills, backgrounds, and experiences to determine if they've got the right foundation to progress to the next stage of the hiring process.
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