Background checks are an essential part of the hiring process, helping to verify the information provided by candidates and ensuring they meet the qualifications for the job. However, what happens when a discrepancy arises? The course of action depends on the nature and severity of the discrepancy, the relevance to the job, and whether it affects the candidate’s eligibility for the position.
1. Assess the Severity of the Discrepancy
Not all discrepancies are created equal. It's important to differentiate between minor variances and major discrepancies:
- Minor Variances: These include small inconsistencies such as a candidate stating they started a job in April while the background check indicates May. Such minor differences are often clerical errors or simple misunderstandings and typically don’t impact the candidate’s suitability for the job.
- Major Discrepancies: Significant differences, such as a candidate not having a degree they claimed to possess or failing to disclose a criminal history, require a more thorough review. These discrepancies can directly affect the candidate’s qualifications and integrity.
2. Determine the Relevance to the Job
Evaluate how the discrepancy impacts the candidate’s ability to perform the job. For example:
- Irrelevant to Job Performance: If the discrepancy has no bearing on the candidate’s job performance, it may not be a significant concern. For instance, a slight variation in employment dates may not affect their ability to perform their duties.
- Critical to Job Requirements: If the discrepancy relates directly to the job’s qualifications or the candidate’s ability to perform essential functions, it’s crucial to address it. For example, a missing required certification or undisclosed criminal history for a position involving financial responsibility or working with vulnerable populations warrants further action.
3. Verify the Information
Before making any decisions, verify the discrepancy with the candidate. It’s possible there’s an error or an explanation that clears up the inconsistency. Steps to take include:
- Contact the Candidate: Reach out to the candidate to discuss the discrepancy. Provide them with an opportunity to explain or clarify the difference.
- Check Original Sources: If necessary, recheck the original sources of the background information. This may involve contacting previous employers, educational institutions, or other relevant entities to confirm the details.
4. Make an Informed Decision
Based on the nature of the discrepancy and the candidate’s explanation, decide on the next steps:
- Proceed with Caution: If the discrepancy is minor and satisfactorily explained, you may choose to proceed with the hiring process.
- Further Investigation Required: For major discrepancies, conduct a more detailed investigation. This may involve additional background checks or verification steps.
- Withdraw the Job Offer: If the discrepancy significantly affects the candidate’s eligibility or trustworthiness, consider withdrawing the job offer. Ensure that any decision to withdraw an offer complies with legal requirements and is communicated clearly and professionally to the candidate.
5. Follow Legal and Ethical Guidelines
Ensure your actions comply with legal and ethical guidelines:
- Fair Credit Reporting Act (FCRA): If using a third-party background check service, follow the FCRA’s requirements, including providing the candidate with a pre-adverse action notice, a copy of the background check report, and a summary of their rights before taking any adverse action.
- Non-Discrimination: Avoid decisions based on protected characteristics and ensure that your background check policies are applied consistently across all candidates.
Conclusion
Finding a discrepancy in a background check doesn’t necessarily mean the end of the hiring process. By carefully assessing the severity and relevance of the discrepancy, verifying the information, and making an informed decision while adhering to legal and ethical guidelines, you can navigate these situations effectively. This approach helps ensure that you make fair and appropriate hiring decisions while maintaining the integrity of your recruitment process.
