A well-run hiring process takes a solid understanding of the documents you need for effective background screening. After all, with the right forms, you can avoid unnecessary delays, stay in compliance with the Fair Credit Reporting Act (FCRA), and keep your hiring process moving.
In this blog article, discover what form is used to request a background investigation and how you can make sure you know which forms are used for different types of background checks.
Information and Forms Used in Background Investigations
When conducting background checks, there is standard information you’ll request from every prospective volunteer or candidate (e.g., address, education, and employment histories). However, you may also request some additional information depending on the nature of the role.
For example, when hiring someone who will drive a company-owned vehicle, you’ll likely conduct a background investigation that includes a motor vehicle records search. When you’re hiring someone to handle financial transactions, you’ll likely conduct a credit check. As a result of these different needs, the information you collect and the documents you use will also be different.
Here are some common forms you should have in your background investigation toolkit when screening employees or volunteers:
- Personal history statement: Asks for names and aliases, current and previous addresses, and other relevant personal information.
- Employment and education verification: Requests a list of schools attended, diplomas and certifications, employment history, and contact information for previous supervisors.
- Criminal record check: Collects information that allows for searches of local, county, state, and federal law enforcement agencies.
- Credit check authorization: Obtains permission to verify credit history and relevant financial records.
- Drug screening authorization: Requests the person’s consent to conduct drug testing.
- Reference check: Lists professional or personal references, relationships to the candidate, and contact information.
- Authorization to conduct a background check: Gets written consent from the applicant that allows for a background check to be conducted. This is the form used to request a background investigation.
- Disclosure form: Explains the background check process and how you’ll use it in hiring decisions.
- Authorization for release of information: Obtains permission to release the candidate’s information to relevant investigating agencies or authorities. This form can also be used to request a background investigation.
Once you've collected this information, be sure to keep it securely stored to protect your applicants' privacy. Additionally, keep your disclosure forms separate from other hiring forms—such as employment contracts and liability waivers—because this is a distinct requirement set by the FCRA. You should also work with a reputable background screening company with processes in place to ensure each form used to request a background investigation is up to date and FCRA-compliant.
Background Investigation Forms Required by the Fair Credit Reporting Act
The FCRA governs all the steps employers are required to take when conducting background checks. The FCRA is enforced by the U.S. Fair Trade Commission and is in place to protect consumers’ and job applicants’ rights during the background check process. When conducting any kind of background investigation, the FCRA requires two key forms for authorization and disclosure:
- Authorization to conduct a background check: As part of the background investigation process, this form is a standalone document explaining that you may use the background check in your hiring decisions. Applicants must sign this form before you start the background check process.
- Disclosure form: This form, often delivered together with the authorization form, explains how your organization will use background check results.
Another required form is the Adverse Action Notification (AAN). This document is used only in instances when an applicant’s background check results may lead to a different hiring decision, which typically involves denying employment, promotion, or other work-related benefits. Required by the FCRA and the Equal Employment Opportunity Commission (EEOC), the AAN form is a written notice of adverse action you provide to the applicant. It must clearly state the reason for the adverse action and include the following:
- A "summary of your rights" section
- Instructions for the applicant to dispute or correct any mistakes in their background check results before you make a final hiring decision.
- A copy of the background investigation report related to the potential adverse action.
Let BIB Help You During the Background Investigation Process
Given the many requirements and types of information involved, background screening can be quite complex. But with a knowledgeable background screening partner like BIB, you can successfully complete background checks quickly and in compliance with applicable federal laws. We’ll help you keep your hiring process and volunteer program moving, so you can efficiently match great people with great opportunities in your organization.
To learn more about how BIB can assist you in conducting accurate, efficient, and compliant background investigations, give us a call or visit us at BIB.com today!
