Overview of the Background Check Process

During a background check, you’re looking primarily for discrepancies between the information supplied by the applicant and the data you collect during reference checks, verifications and validations, and public records checks. You need to note any additional information you find, particularly:

• Other counties where the applicant once resided (to check criminal records)
• Other states of residence (to check criminal records and the sex offender database)
• Other names, nicknames, or aliases

A comprehensive grasp of the process prevents overlooking discrepancies when they show. Before starting, read through the forms and look up the phone numbers for your county and state courthouses. Record these in a prominent place.

Notice and Authorization

An applicant must grant permission for a background check and supply the information you’ll examine. You’ll need to provide forms to all current and prospective volunteers and employees with a prominent ‘return by’ date printed on top. Give a copy of the completed form to the applicant.

Some businesses combine the notice and authorization with their application for employment, however some experts recommend that a separate authorization form better complies with the Fair Credit Reporting Act.

Social Security Validation and Verification

                       

Validation: Means only that the social security number is a valid number. The Social Security Administration uses a precise formula for issuing numbers. Certain ranges of numbers are issued in each state during specific periods of time. Validation does not mean the number is legitimate-only that it was issued to someone, somewhere, at some time.

Verification: Means the Social Security Administration verifies that a specific number was issued to a specific individual. By calling their toll free number, the Social Security Administration will verify a number by first name, last name, middle name, date of birth, and gender.

It’s important to verify and validate a social security number. Validating shows the location where the number originated. There’s no nationwide database of registered sex offenders publicly available. Each state must be checked separately which makes finding states of past residence particularly important.

Example: A Missouri based softball league validates an applicant’s SSN and finds that the number was issued in New York. The nice lady running the background check should make a note on the Quickstart Checklist to check the sex offender database for New York.

Personal References

Request three references and check at least two. Make sure your questions are open-ended. You want more than a yes or no answer.

Job Verification

If your non-profit organization hires paid staff, you’ll need to verify previous employment. Contact past employers and ask lots of tough questions. Verify position held, actual pay received, reason for departure, and eligibility for rehire.

State Criminal and Felony Records

Most states have open record laws allowing public access to criminal records, while others are closed-record states. Most closed states allow criminal record checking under certain circumstances. Check the section on state records for information. Better yet, call your state representative and harass them unmercifully.

County Criminal

Requirements and fees vary for each county. Some have computer access; others check records over the phone while you wait. A few still require mailing a letter of inquiry. Almost all allow hand checking of records at the courthouse. If you live close, this is the least expensive option and also the most accurate. Many courthouses maintain a list of people who hand-check records for a small fee.

Driving Records (also called Motor Vehicle Reports or MVR)

For privacy reasons, almost every state requires written permission from the applicant to check driving records. Most have forms available online. Records go back 3 to 10 years in most states depending on the severity of the offense.

Educational Verification/Professional License Verification

Colleges and universities will almost always verify years of attendance and degrees earned over the phone. Each state has agencies which license various professions from nurses to nail technicians.

Sex Offender Database

There’s no publicly accessible sex offender database covering the entire United States. Each state must be checked individually. If your organization is close to state lines, routine checking of neighboring states is good policy.  Frequently, you’ll discover other states of past residence during unrelated record checks, so perform this last.

Compiling the Completed Record

After all record checks are complete, everything must be cross-checked for discrepancies or red flags pointing out areas for concern. The information is compiled into a report and saved either on computer or as hardcopy. Finally, someone has to decide whether the applicant is accepted, accepted with conditions, or rejected. 

The next section provides a more in-depth look at each segment of the background check process. The bookmarks will take you to each area for review as needed.

Notice and Authorization

Generally, businesses ask data gathering questions on the job application and use a separate notice and authorization form. Nonprofit groups and churches sometimes combine the two. Whatever you decide, you need information to check and a covering for your backside.

Here’s the rundown:

• Name:

Sounds simple, but this is critically important and needs careful attention. A phony or misspelled name means that every search you perform will give a false result and don’t think the bad guys don’t know it. Check the spelling against a driver’s license or credit card. Unreadable handwriting needs to be deciphered immediately.

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    • Ask for: first name, middle initial, last name, any suffixes (jr. sr. I,II,III, etc.), maiden name, and any other names used such as nicknames.

• Social Security Number:

Love it or hate it, the social security number is essential for verifying identity. Make sure the numbers are clearly printed.

• Date of Birth:

If you think Grandma Helen may skim a few years off, let her know she could get booted for her effort. Promise not to pass the form around the office (you shouldn’t be doing that anyway.) Vanity aside, if your applicant fudges here, you wind up with all sorts of red flags waving.

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    • Ask for: month, date, and four digit year of birth.

• Address: Current and Previous: 

Request at least 3 previous addresses. This could turn up other states or counties that need checking or indicate that the applicant recently arrived in your area. A history of moving around certainly isn’t criminal, but you need to know if they crossed the state line with the authorities on their tail. If you see 4 residences going back only 2 years, ask why. You’d be surprised what folks will tell you that they won’t commit to paper.

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    • Ask for: Physical address, mailing address, city, state, zip code, county, and number of years at residence for each location.

• Driver’s License Number:

You’ll need this to check driving records and to double check spelling of the name and address. If the address on the license isn’t identical, ask why. Most states require that driver’s licenses be changed quickly when someone moves, usually within 30 to 90 days.

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    • Ask for: license number and state of issue.

• References:

Request 3; check at least 2. References from Aunt Mabel are very sweet, but mean squat.

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    • Ask for: Name of reference, address, phone number, relationship to applicant, and length of acquaintance.

• Educational Verification/ Professional License Verification

Required if the job or volunteer position requires a specific educational background, degree, or professional license. This is one area where groups routinely take the applicant’s word and is also the area that can cause the most serious trouble.

• § Ask for: the name, address, and phone number of the college or university, the license number, and the state where the license was granted. And excuse me, if they attended, they certainly know where it’s located.

• Backside Covering:

This is the legalese that says: what you’re going to do (run a background check), how you’re going to do it (check public records, interview references, etc.), why (so we can screen you out if you’re a bad guy), and asks permission to proceed. Lawyers get paid to make this as complicated as possible, but remember; if you can’t understand the form, neither will your applicant and that can be a problem.

The Notice and Authorization form we’ve included has a nice, legal sounding opening paragraph with an English translation at the bottom of the page. State laws vary. Check with an actual lawyer if you have any doubts whatsoever. A few hundred dollars now can save you a world of hurt later.

Next: Social Security Validation and Verification

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