Background checks are an informative tool for companies in the highly competitive hiring scenario, where every detail about an applicant can influence the final choice. Nevertheless, disparities might occasionally occur, leading to uncertainty and possible challenges during the employment process. That makes us wonder how to resolve these differences in a just and efficient manner. This article will address the idea of fair chance hiring, provide guidance on handling discrepancies, and stress the significance of allowing candidates to clarify.
Understanding Discrepancies in Background Checks
Before diving into how to handle discrepancies, it’s essential to understand what they are. In the corporate world, discrepancies in background checks can include mismatched information related to employment history, education, criminal records, credit history, and more. These inconsistencies can result from various factors, including clerical errors, identity theft, outdated information, or intentional misrepresentation. The consequences of errors can be dire and impact the candidate significantly.
Steps to Handle Discrepancies
Review the Discrepancy Thoroughly
The first step when a discrepancy is found is to review it thoroughly. Cross-check the information provided by the candidate with the details obtained from the background check. Double-check and ensure the discrepancy is not due to a simple clerical error or outdated information. For example, a candidate’s employment dates might not match due to differences in reporting formats or overlapping job roles. This is common and can occur, especially if background screening is digitized.
Communicate with the Candidate
Transparency is critical in handling discrepancies. Reach out to the candidate to discuss the inconsistency. The candidate may be unaware of the discrepancy or can provide a reasonable explanation. No hasty decision must be taken; it must be handled professionally and discreetly, only communicating to relevant and necessary people. Approach the conversation with an open mind and avoid making assumptions. Clearly explain the discrepancy and ask for clarification or additional information.
Verify Additional Information
Sometimes, the candidate might provide documents or references to clarify the discrepancy. Take the time to verify this additional information. For example, if the candidate claims that the disparity in employment dates is due to a reporting error by a previous employer, contact the employer directly to confirm this.
Assess the Impact of the Discrepancy
Not all discrepancies should be treated equally. Assess the disparity’s impact on the candidate’s job performance. For instance, a minor error in employment dates might not be as significant as a discrepancy in criminal records. Consider the job’s nature and the disparity’s relevance to the role’s responsibilities.
Consult Legal and HR Teams
Consult with your legal and HR teams before deciding based on the discrepancy. They can guide you through handling the situation in accordance with employment laws and organizations policies. This step is critical if the discrepancy involves sensitive information, such as criminal records or credit history.
Document the Process
Keep detailed records of all communications taken to address the discrepancy. This documentation can be helpful if the candidate challenges your decision or if there are legal implications. It demonstrates that you followed a fair and transparent process.
Outsourcing
It is becoming increasingly common to outsource background checks to professionals who can provide these services and expertly handle the following discrepancies. Companies such as Check Xperts, Good Hire, and HireRight are a good fit and offer background check services; they reveal past criminal activity, including felonies, misdemeanors, and pending charges. However, it’s important to remember they are not infallible; limitations include the potential for false positives/negatives and other variations.
Fair Chance Hiring
Fair chance hiring, also known as “ban the box,” is a movement aimed at providing individuals with criminal records a just opportunity for employment. This initiative involves delaying questions about criminal history until later in the hiring process. It allows candidates to be evaluated solely on their qualifications and skills first, providing candidates with a somewhat fair chance.
Implement Fair Chance Policies
Adopt fair chance hiring policies within your organization. This includes removing questions about criminal history from initial job applications and only conducting background checks after a conditional employment offer. This approach ensures that candidates are not automatically disqualified based on their criminal record.
Evaluate Criminal Records Fairly
When background screening reveals a criminal record, evaluate it in the context of the job requirements and the nature of the offense. Aspects such as the time elapsed since the offense, the candidate’s rehabilitation efforts, and the relevance of the offense to the job must contribute to a fair evaluation. Avoid blanket policies that disqualify candidates based solely on their criminal history.
Allow Candidates to Explain
If a discrepancy involving a criminal record arises, allow the candidate to explain the circumstances. An interview that covers the nature of the crime and details regarding its occurrence can be most insightful. Many individuals with criminal records have successfully rehabilitated and can contribute valuable workforce contributions. Listen to their side of the story and consider their explanation in your decision-making process.
Case Studies: Handling Discrepancies Fairly
Case Study 1: Employment History Discrepancy
A candidate applied for a marketing manager position and claimed to have worked at a particular company for five years. However, the background check revealed a two-year gap during that period. Upon discussing the discrepancy with the candidate, it was discovered that the gap was due to a personal sabbatical taken for family reasons. The candidate provided references from previous employers to verify their employment history. The hiring manager assessed the explanation and, considering the candidate’s skills and qualifications decided to proceed with the hiring process.
Case Study 2: Criminal Record Discrepancy
An applicant for a customer service role disclosed a misdemeanor conviction from ten years ago during the background check process. Following the fair chance hiring policy, the hiring manager delayed the background check until after a conditional offer was made. When the record was revealed, the candidate was allowed to explain. They shared that the conviction was related to a minor offense during their youth and had since demonstrated a clean record and professional growth. After consulting with HR and legal, the hiring team decided that the offense was irrelevant to the job and confirmed the candidate’s employment.
Benefits of Fair Chance Hiring
Implementing fair chance hiring policies and handling discrepancies reasonably can have several benefits for organizations:
Access to a Larger Talent Pool
Giving candidates with discrepancies a fair chance opens the door to a larger talent pool. Many qualified candidates might have minor inconsistencies or past mistakes that do not reflect their current capabilities and potential.
Improved Diversity and Inclusion
Fair chance hiring promotes diversity and inclusion within the workplace. It provides opportunities for individuals from a multitude of backgrounds, including those with criminal records, to contribute to the workforce. This diversity leads to a innovative and dynamic work environment.
Enhanced Reputation
Organizations that adopt fair hiring practices and transparently handle discrepancies will likely enhance their reputation. Job seekers and employees appreciate employers who prioritize fairness and equal opportunities, which can improve your employer’s brand and attract top talent.
Conclusion
Handling discrepancies found in background checks requires a balanced and fair approach. By reviewing discrepancies thoroughly, communicating transparently with candidates, and implementing fair chance hiring policies, employers can ensure that their hiring process is effective and equitable. The fair chance hiring initiative is a second chance for candidates with any minor criminal history in the past; allowing candidates to explain discrepancies upholds the principles of fairness and justice and will enable organizations to discover valuable talent that might otherwise be overlooked.
